Executive Assistant to the Dean (ASC II)/College of Education (2019-00449)

  • San Bernardino
  • San Bernardino, California
  • Nov 28, 2019
Full Time

Job Description

Employment Status: Full-time, Probationary "Non-Exempt" position, with the possibility of converting to permanent.

Work Schedule: Monday through Friday, 8:00 a.m. to 4:30 p.m.; occasional early morning, evening and weekend hours may be required as needed.

First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning June 21, 2019.

Current employees will be given preferred consideration.

Under direct supervision of the Dean and while maintaining high levels of confidentiality, this position will be responsible for managing operations and communications on a daily basis, including maintaining the Dean's calendar, coordinating and facilitating a large volume of meetings and appointments with regard to commitment and priorities.

Duties may include, but are not limited to, the following:
The incumbent will serve as the Executive Assistant to the Dean of the College of Education (COE).
The incumbent will maintain effective and efficient administration procedures of the Dean's office, and provide pro-active notification of upcoming deadlines relating to the submissions of reports, plans, appointments, promotions, and meetings.
The incumbent will make travel arrangements, accommodations and develop a schedule of meetings with the follow-through on pending deadlines and appointments and process various reimbursements and requisitions as needed.
The incumbent will draft various correspondence, reports, and college news items within agreed policy guidelines on behalf of the Dean and College.
The incumbent will handle confidential papers, documents, and personnel matters, checking details of documents and brief the Dean prior to signing off. When required, will research issues briefing the Dean and/or suggesting appropriate courses of action.
The incumbent will prepare, arrange, and coordinate various meetings on behalf of the Dean, bring forward accurate preparations and confirm accuracy of documents needed for meetings.
The incumbent will be knowledgeable of functions in all COE department offices and will apply knowledge of all policies and procedures related to the College and University and liaise, develop and maintain on-going communication with all levels of university administrators, department chairs, general faculty, and staff within the College and University, the public and government, professional community organizations and officials in all contacts with the office of the Dean.
The incumbent will act as a liaison with students and refer inquiries to the appropriate areas, provide leadership to ensure that secretarial and administrative needs are being met in a collegial and professional manner and utilize independent decision making and maintain observance of office protocol and procedures as associated with the Dean's position while welcoming visitors with a professional presence.
The incumbent will receive mail, advise on necessary action, track responses on behalf of the Dean, receive incoming information, reports, meeting agendas, and various publications and determine priority of attention or divert to other faculty/staff/offices where appropriate, receive and screen telephone calls and visitors, determining the priority of response required according to the availability and commitments of the Dean and maintain an efficient filing system while continually monitoring progress of outstanding matters.
The incumbent will also serve as the staff support for the College for a variety of College committees and will be required to work during College events which are outside of regular office hours.
The incumbent will also perform other duties as assigned and are appropriate to the operation of the College.
Other duties as assigned.

Education and Experience:
High School Diploma or equivalent AND five years of experience in general office administrative/clerical work is required.
Preferred Qualifications:
Bachelor's degree or above.
Knowledge, Abilities, and Skills:
Knowledge of office methods, procedures and practices, and a thorough mastery of English, grammar, spelling and punctuation.
Comprehensive knowledge of applicable University infrastructure, policies and procedures is required.
Experience in administrative operations in a high-paced, multi-faceted department
Active problem solving skills are required along with effective and sensitive interpersonal skills.
Expertise in using standard office software such as MS Office package is required.
Must be a highly motivated and organized individual who is able to work effectively with minimal supervision.
The ability to prepare and present reports is required.
The ability to interpret independently, and apply a variety of complex policies and procedures is required along with the ability to identify deviations from applicable policies.
The ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions is required.
The ability to identify and troubleshoot office administration problems, recognize and advocate for solutions that yield programmatic progress and improvement, as well as respond to work area-related inquiries and requests is required.
The ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
The ability to perform business math, support the analysis of budgetary data, and make accurate projections requiring some inference is required.
The ability to work professionally, collaboratively, and collegially with a diverse group of people, clients and co-workers, is required, as is the ability to use persuasion and negotiation to expedite projects and achieve results.
The ability to maintain a professional demeanor in a fast-paced environment, easily handling and overcoming scheduling demands/conflicts and multiple simultaneous requests.
Other duties as assigned.
Requirements & Additional Information:
The tentative date for the first phase interview shall be the week of June 24, 2019. Candidates invited to participate will be notified via e-mail.
Candidates invited to participate in the next phase of this recruitment will be required to complete a writing/oral assessment.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html

This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
Closing Date/Time: Open until filled