Work Schedule:Monday through Friday from 8:00 a.m. to 5:00 a.m.
First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning November 15, 2017.
Position Summary: Under general supervision of the Confidential Aide, perform complex and responsible administrative and analytical support for and will serve as the assistant to the Vice President and Confidential Administrative Support in support of office operations. The incumbent will serve as the key department contact and advisor for the Vice President's office and respond to inquiries in a pleasant, customer service oriented manner and in a timely fashion. Incumbents in positions at this level also perform the full range of work related to program and policy research, analysis, development, evaluation, and/ or operational and fiscal analysis related to an administrative policy.
Work independently to manage complex calendars, coordinate meetings and materials for meetings, anticipate and prevent scheduling conflicts, coordinate front office support, answer telephones, greet office guests and direct to appropriate departmental personnel, as needed.
Anticipate, identify and gather information on critical issues while obtaining advice and input from other campus resources, formulate solutions using reasoning and the interpretation and application of theories and principles to develop and recommend alternatives and best courses of action prior to consulting the Confidential Aide.
Prepare complex travel arrangements, process travel expense claims in a timely manner, complete and submit hospitality claims, process reimbursements and direct expenditures, reconcile and process procurement card reports, prepare and process requisitions and purchase orders, review and confirm accuracy of invoices for approval of payment, and maintain accurate records of invoices and receipts processed.
Initiate and compose correspondents individually and on behalf of the Vice President's office.
Organize and coordinate special events, quarterly division meetings to include reserving rooms and processing food services requests, developing and distributing event announcements, and updating and maintaining guest lists.
Manage the scheduling of the Vice President's Office conference room.
Oversee the VPAF Office student assistant program. Typical activities include, but are not limited to providing lead/supervision to all student assistants, conduct student assistant recruitment plan that adheres to student employment procedures, onboarding, training and development, and assigns daily tasks to student assistants that are appropriate for student job classification.
Manage and update the department and division website, as needed.
Work independently to analyze, review, and respond to all campus Public Records requests, coordinating the collection of related documents and/ or information adhering to appropriate state and federal laws and regulations.
Organize and maintain a complex system of files and records, both physical and electronic material, perform data entry, duplicate materials, distribute office documents, and collect requested data and materials as needed, route and track requests for signature, process mail including FedEx, bulk mail, and submit work orders.
Develop, implement, and maintain office systems and procedures, such as inventory management and hard and electronic filing systems, using technology to bring high efficiency and organization to office operations.
Foster and maintain excellent working relationships with all levels of the university and community, including other campus officials, Chancellor's Office personnel, government officials at local, state, and federal levels, as well as the President's Office, departmental divisions and colleges, directors, and deans.
Perform high-level administrative support functions for the division, its directors, and professional staff.
Handle highly sensitive issues and respond to a variety of diverse situations referred to the Vice President by university officials and constituents.
Provide support, as needed, to divisional projects, reports, crisis intervention, and customer service in a high-volume interaction office with unpredictable service request, and perform other related duties as assigned.
Assist the Senior Budget Analyst, as needed.
Applicants must have a four-year degree.
Applicants must possess the equivalent of 5 years of experience in general office clerical work, along with three years' experience working in an executive administrative support role.
Applicants must have experience using standard office software programs such as MS Word, Excel, Access, and email programs.
Applicants must have a sound foundation in English grammar, spelling, and punctuation, along with a working knowledge of office methods, procedures, and practices.
The ability to use word processing and spreadsheet programs is required.
Applicants must have a background in planning, organizing, and supervising the work of others.
Applicants must have the ability to create and maintain spreadsheets and databases.
Applicants must have the ability to coordinate and prioritize many different clerical tasks while adhering to project and budget guidelines, along with the ability to accurately maintain records and files.
Applicants must have strong organizational skills, be very detail-oriented, along with the ability to follow directions, take initiative, be flexible, have the ability to multi-task and independently make decisions on a day-to-day basis.
Applicants must have demonstrated the ability to maintain a high degree of confidentiality.
The ability to draft and compose correspondence and standard reports is required.
The ability to handle effectively a broad range of interpersonal contacts, including those at a higher level and those of a sensitive nature is required along with the ability to work cooperatively with a diverse group of individuals.
Applicants must have the ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist, along with the ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
Applicant must have the ability to learn, independently interpret, and apply a variety of academic and organizational policies and procedures.
Applicant must have the ability to coordinate many different tasks, determine the relative importance of each, set deadlines, and complete projects accordingly.
Applicant must possess the ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations, along with the ability to use negotiation and persuasion skills to achieve results and expedite projects.
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, a...s 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.
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