Salary and Benefits PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,500.00 per month to $7,500.00 per month.
Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.
For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.
This position
may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.
Classification Confidential Administrative Support II
About Cal State East Bay Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.
About the Position This position serves as the face of the Office of the President, emphasizing exceptional customer service while supporting and advancing new initiatives through strategic project management, communication, and accountability. Collaborating with the President’s Office administration and Cabinet members, the role ensures the effective implementation of programs aimed at enhancing the employee experience and fostering a motivating, empowering, and inclusive work environment. Supports and coordinates new programs to enhance the employee experience, with a focus on staff engagement, fostering an environment that motivates, empowers, and inspires commitment from employees. Understands the university’s mission and vision and how cross-functional initiatives and goals support the mission. Identifies current and future challenges and proposes effective solutions. Assists the President in moving forward and documenting measurable action on a wide range of strategic initiatives. Accomplishes strategic goals and large-scale initiatives for the Office of the President and University.
Responsibiliti es Strategic Project Management and Communication:
- Lead coordination of Future Directions (strategic plan): Oversee implementation, accountability metrics, and progress updates.
- Manage presidential initiatives: Lead coordination of other initiatives, task forces, and leadership searches.
- Coordinate submissions and committees for annual CSU mandated projects including the Wang Award, Trustee Award, Advocacy Day/Hill Day, and the Honorary Doctorate.
- Enhance employee experience: Co-chair the Staff Wellness, Enrichment, and Engagement Team (SWEET) and support HR initiatives.
- Assist with Presidential communications: Collaborate with University Communications and Marketing to manage social media and content for the President.
- Organize presidential task forces: Chair or staff task forces, organize meetings, and disseminate results and recommendations.
Administrative Support:
- Prepare meeting materials: Develop agendas and background materials for meetings, including the President’s Equity Council and others.
- Data compilation and analysis: Assist in fact-finding processes by compiling and analyzing relevant data.
- Travel arrangements: Coordinate and manage presidential travel arrangements, and reimbursements as backup to the Executive Assistant to the President.
- General office support: Serve as a backup for scheduling meetings and managing the President’s calendar. Greet visitors and answer phones.
- Administrative correspondence: Compose, edit, and proofread correspondence, ensuring professionalism and adherence to policies.
- Procurement: Handle procurement card statements and maintain lists of professional subscriptions, memberships and fees.
- Confidential information management: Use discretion in disseminating information to faculty, staff, students, and the community.
Communications:
- Compose and edit materials: Prepare speeches, correspondence, and communiques for the President and Chief of Staff.
- Proofreading and editing: Review materials for content accuracy and consistency.
- Presentation preparation: Compile and prepare materials for presentations.
- Timely response management: Ensure timely responses to university documents and major issues.
- Inform key staff: Keep the President, Chief of Staff, and other key personnel informed of major issues or concerns.
University and Community Activities:
- Maintain effective relationships: Establish and maintain relationships with university administrators, faculty, staff, students, and external contacts.
- Senate meeting records: Maintain records for academic Senate meetings and produce related memos and appointment letters.
- Plan visits for off-campus visitors: Arrange visits following university protocols.
- Handle complaints: Work with divisions on various student, staff, and faculty complaints.
University Events:
- Event committee participation: Serve on university-wide and division event committees, such as Commencement and Faculty Honors.
- Event planning and coordination: Assist in planning and coordinating event details and logistics.
- Event material review: Proof and review event materials for accuracy and consistency.
- Prepare event-related materials: Draft scripts, programs, and other documents for specific events.
- Support special events: Assist with formal academic and other events hosted by the President and the university.
Minimum Qualifications Foundational knowledge of the principles of organization, administration and management, and the ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports.
A bachelor’s degree and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.
Required Qualifications - Demonstrated strong commitment to strategic initiatives, exceptional communication and customer service skills, administrative support excellence, and effective event coordination.
- Demonstrated knowledge and skill in strategic project management and administrative support.
- Demonstrated effective communication which is essential for preparing and editing speeches, correspondence, and presentation materials, as well as managing social media content for the President.
- Collaboration skills are crucial for building relationships with university administrators, faculty, staff, students, and external contacts to enhance employee experience.
- Demonstrated problem-solving abilities which are needed to identify challenges, propose solutions, and document action on strategic initiatives.
- Demonstrated event coordination experience which is required for planning and managing university events and logistics. Commitment to exceptional customer service is vital.
- Demonstrated attention to detail is essential for proofreading materials, managing procurement processes, and maintaining professional subscriptions.
- Ability to handle confidential information discreetly.
Condition(s) of Employment Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.
All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.
EEO Statement As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.
Other Information All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website here.
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available here.
Sponsorship Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.
Mandated Reporter The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.
Advertised: Jun 28 2024 Pacific Daylight Time
Applications close: Oct 28 2024 Pacific Daylight Time
Closing Date/Time:
