Work Schedule:Monday through Friday, 8:00 a.m. to 5:00 p.m.
First Review Deadline:This position will remain open until filled. Applications will be reviewed beginning November 22, 2017.
Position Summary: Positions in this classification are distinguished by the administrative nature and scope of the support work performed, and often, ongoing work coordination and/or lead responsibilities with notable accountability for the work results of other support staff. The administrative work performed is usually operational and procedural in nature. Work is often project-oriented involving the full scope of activities and accountability from planning, initiation, execution, and coordination to implementation and evaluation. Interpersonal contacts are varied and often at the higher level and tend to involve a broad range of problem-solving activities.
The incumbent will serve as executive assistant to the Dean of the College of Arts & Letters. The primary responsibility is to provide high-level administrative support to the Dean and play a central role in efficiently facilitating the Dean's schedule. Under direct supervision of the Dean, the incumbent's responsibilities include:
Manage the short and long-term calendar, exercising considerable independent judgment about multiple demands on the Dean's time. Resolve scheduling conflicts and communicating the final schedule to the Dean.
Coordinate and facilitate a large volume of meetings, appointments, and travel arrangements, including monitoring of reimbursements and follow-through of pending deadlines and appointments.
Prepare correspondence drafts for the Dean while maintaining a high level of confidentiality; manage operations and communications of the Dean. Ensure upcoming deadlines are met. Provide and construct documentation and/or policy materials needed for the submission of reports, plans, appointments, evaluations, and promotions on behalf of the Dean.
Maintain confidential personnel files, and assist in the support of hiring, retention, review, promotion, and faculty tenure process.
Communicate classroom visitations, sabbatical, difference-in-pay, and range elevation eligibility to the departments. Collect applications and obtain necessary approvals.
Administer the communication and elections of CAL activities, such as outstanding faculty.
Use Concur travel and expense system to prepare travel claims on behalf of the Dean.
Plan and coordinate many special projects and events such as commencement ceremonies, college receptions, college opening day events and retreats. Prepare presentations and reports for the events.
Prepare agendas, notices and minutes for meetings.
Maintain the college faculty and staff e-mail distribution list.
Update and maintain three digital bulletin boards with Arts & Letters announcements, events, and calendar.
Provide back-up front office coverage, as needed.
Be a self-starter, develop and maintain on-going communication with all levels of university administrators and execute independent decision-making on day-to-day administrative office procedures.
Demonstrate collegiality and ability to work collaboratively with both internal and external constituents.
Other duties may be assigned as appropriate to the operation of the college office.
Associate degree or higher degree is preferred, along with required five years of experience in general office clerical work which has provided the ability to independently initiate, draft, and prepare correspondence and reports in error-free English.
Applicants must have experience working effectively under constant interruptions and deadlines.
Experience with PeopleSoft, Concur travel, HR module and NeoGov is beneficial.
Applicants must have knowledge of Microsoft Office Suite.
Applicants must have good interpersonal and communication skills, along with excellent customer service skills.
Applicants must be able to demonstrate strong editing and computer skills.
Applicants must possess a thorough mastery of English, grammar, spelling, and punctuation, along with a thorough knowledge of office methods, procedures, and practices.
Applicants must possess the ability to be a team player, along with the ability to handle sensitive interactions/situations.
Applicants must possess the ability to interact tactfully, diplomatically and positively with faculty, staff, students, administrators and members of the outside community.
Applicants must demonstrate and successfully ensure a high level of confidentiality and the utmost of integrity in all areas of this position.
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)
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.