Presidential Aide/Executive Assistant to the President
Classification: Presidential Aide Department Name: Office of the President Job Number: MB2021-CE2688 Status: Open Until FilledApply today! Application Screening Begins: Monday, May 24, 2021. Priority Screening Date: 05/23/2021 Recruitment Status:Apply today! Application Screening Begins: Monday, May 24, 2021.
Position Description: Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and an Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,600 students.
The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below market rate campus housing and competitive salaries for faculty and staff.
The Presidential Aide/Executive Assistant reports directly to the University President and as directed performs a wide range of high-level administrative and support functions of a highly sensitive and confidential nature. These duties include, but are not limited to: coordinating and managing the internal administration of the Office of the President, support the President, the President's Cabinet, and facilitating and developing critical internal and external community relations. The Presidential Aide/Executive Assistant to the President works closely, as the primary liaison for the President, with other CSU campuses, CSUMB's leadership, as well as CSUMB Faculty, staff and students. The Presidential Aide/Executive Assistant manages the development and administration of the budget for the Office/Division of the President.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Presidential Support: Updates the president on a continuous basis regarding campus and external issues and activities. Ensures that the president is aware of relevant information prior to meetings and events. Manages the President's calendar by responding to request for meetings. Prepares a variety of sensitive written documents in hard copy and electronically for the President; including letters, memorandums, meeting notices, flyers and agendas. Responds as requested by the President to complete research, locate documents, contact people, determine project status and prepares oral and/or written briefings. Reviews and organizes correspondence and routes to the President in order of priority.
Office of the President InternalAdministration: Manages all elements of office operations for the Office of the President. Serves as the signature authority for the Office of the President on payroll, leave, purchasing and budget administration forms. Works closely with University Special Events in arranging special events and meetings hosted by the Office of the President. Provides daily oversight to the Office of the President Administrative Coordinator, including providing training, assigning and monitoring work, and providing input on the performance evaluations.
Budget Management: Manages the development and ongoing administration of the division's budget; provides analytical support, advice and recommendations to the President on financial planning, budget development, and resource allocation. Prepares the annual budget proposal and administers the annual budget. Creates and maintains financial records and revenue/expenditure tracking systems, including the division's position control.
University & Community Communication: Facilitate and ensure responsive, accurate, timely responses to all Public Records Request and Subpoenas on behalf of the University. Communicates on behalf of and/or serves as a liaison for the President with high-ranking University officials, community leaders and the public. Researches key policy/program matters for use by the President; keeps informed of applicable policies, procedures and regulations which affect the Office of the President. Works with the Director of External Relations as it relates to scheduling local, state and federal governmental relations visits within a timely manner.
Cabinet Support: Interacts with all levels of university leadership. Assists in the coordination and development of agendas for leadership and management meetings and retreats led by the President, including cabinet meetings. Monitors and discusses status of ongoing initiatives, especially those that are cross-divisional in nature. Coordinates Cabinet and Extended Cabinet agendas.
Perform other job-related duties and special projects as assigned including serving on campus committee, providing office coverage when other staff are not available and serving as the building coordinator.
Perform other job-related duties and special projects as assigned.
Knowledge, Skills and Abilities: KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge of modern equipment, office practices and procedures and business arithmetic, grammar, spelling and punctuation. Thorough knowledge of principles and techniques of organization, administration and management as well as organizational structure, functions and activities of higher education.
Ability to manage multiple assignments; prioritize and set deadlines, complete projects on schedule; identify appropriate applications of a wide variety of complex written policies and procedures; apply a high degree of judgement, discretion and initiative in coordination activities associated with the presidents office such as meetings, projects, executive personnel searches; reply to inquiries; gather information, conduct research, and prepare reports, letters, and policy statements; handle highly confidential and sensitive matters; communicate with the president appropriately; use tact and good judgement in responding to request for information and/or interpretation of policies or procedures; establish and maintain effective working relationships with high ranking campus administrators, community leaders, and the public; manage the presidents appointment calendar; maintain the budget; coordinate and evaluate the work of clerical and/or secretarial personnel assigned to the presidents office; and read and write at a level appropriate to the position.
Minimum Qualifications: Five years of progressively responsible work experience as a secretary, executive secretary, or staff assistant which has demonstrated the knowledge and abilities listed above or a combination of education and experience which demonstrates the knowledge and abilities listed above.
Specialized Skills: Able to distinguish what duties and communications are highly sensitive and able to maintain confidential nature of work.
Preferred Qualifications: Bachelors degree or equivalent and demonstrated experience in an executive level administrative support position that involved coordination of organizational workflow and priorities.
Knowledge of the California State University System. Experience working with diverse populations in an academic setting. Experience in handling sensitive materials and working in an office that deals with confidential personnel issues, including work with union and/or employee contracts.
Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Experience working with a diverse and multicultural population and performing community services. Demonstrated technical literacy.
Special Conditions of Employment: SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:
All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
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.
This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position has been designated as a sensitive position with:
access to, or control over, cash, checks, credit cards, and/or credit card account information;
responsibility or access/possession of building master or sub-master keys for building access; and
This position is required to comply with confidentiality requirements outlined in the Department of Educations Family Educational Rights and Privacy and Californias Educational Code Chapter 13 regarding sensitive student issues.
Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the Universitys liability coverage.
PHYSICAL ENVIRONMENT: Typical office environment with standard equipment and tasks. May be required to work remotely, and occasional evenings or Saturdays. Position is required to work at a computer/video display terminal and desk for extended periods of time. Travel required between campus offices and off-campus locations. Requires occasional travel between campus offices.
Compensation and Benefits: POSITIONINFORMATION:
Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: Confidential Classes
Anticipated Campus Hiring Salary: High $5,000s/month to low $6,000s/month
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits C99. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing.
For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned. CSUMB is not a sponsoring agency for staff or management positions. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). All employees must be eligible for employment in the U.S.
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. 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, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery
CSUMB is a smoke and tobacco-free campus.
CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.
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California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco.
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