Executive Assistant, Office of the VP, Administration

Job Description:

Executive Assistant, Office of the VP, Administration

Description

Type of Appointment: Full Time, Probationary

Job Classification: Confidential Administrative Support II

Anticipated Hiring Range: $4,687 - $7,666

Work Hours: Monday - Friday 8:00 am-5:00 pm

THE DEPARTMENT:

The Division of Administrative Affairs provides fiscal and facility services support to the university community. The Division is comprised of multiple administrative and financial departments, and it also oversees the CPP Foundation and the Lanterman Project. Departmental operations are governed by policies issued by CSU systemwide, the CSU Chancellor’s Office, and by CPP.

DUTIES AND RESPONSIBILITIES:

General Administrative Support

• Support and coordinate general office activities, such as: preparing, processing and compiling of data and reports, screen and respond to visitors, telephone calls, and correspondences directed to the Vice President and Chief of Staff, making appropriate meetings, requests, or referrals.
• Oversee scheduling and coordination of appointments, meetings, activities and events for the Vice President's and Chief of Staff's extensive calendars, assessing level of priority in determining urgency based on knowledge of operations and applying considerable judgment, discretion and initiative in coordinating meetings, projects and activities. Ensure proper formatting, layout, and content accuracy of all documents.
• Distribute requests for information, track progress and take initiative to ensure matters pending response are completed on a timely basis.
• Research travel options and coordinate travel arrangements including local, statewide and national travel for day trips, overnight travel and extended travel. Develop itineraries, documents for travel related meetings, and any needed agendas.
• Keep informed on a broad range of policies, procedures and regulations. Brief the Vice President and Chief of Staff in advance of meetings, providing folders containing background materials and pertinent information. Maintain a comprehensive electronic office filing system.
• Regularly involved in communications that may affect bargaining unit conditions, negotiations, and/or grievances. This includes opening, and or monitoring all confidential mail or emails received by the Vice President or Chief of Staff, compiling existing data, sending/receiving faxes, answering phones, and routing information.
• Serve as the primary point of contact for the Vice President and Chief of Staff, independently managing inquiries and acting as liaison. Facilitate communication on behalf of Vice President and Chief of Staff with all levels of internal management and staff, including a broad spectrum of individuals and groups such as university leadership, faculty, represented staff, students, alumni, general public and external partners.
• Ensure that the Vice President's Office operates efficiently and fosters a welcoming environment. Provide general information, answer questions and handle situations in which judgment, knowledge, tact and diplomacy are critical.
• Manage the flow of information and documents in the office; track the receipt, progress, response and fulfillment of requests for review and signature. Manage information of a highly sensitive nature while maintaining confidentiality and exercising sound judgment.
• Primary contact for the time and attendance process for units within the Vice President's Office as well as for new staff hires regarding attendance requirements, ordering computer equipment and office supply requests. Acts as liaison with Payroll Services to ensure that all payroll and attendance policies and procedures are followed.
• Maintain staff calendar for review and tracking of staff.
• Analyze, evaluate and respond to the administrative affairs email account, redirecting requests and concerns as needed.
• Analyze policies and researches relevant documents as needed to assist in drafting executive-level briefing papers, reports, presentations and communication under the general direction of the Vice President and/or Chief of Staff.

Special Assignments/Projects

• Work independently on diverse special projects for the Vice President’s Office.
• Lead the development and preparation of the divisional annual report, collecting, and synthesizing information from various departments to present a comprehensive overview of divisional achievements and goals.
• Develop divisional newsletter each Spring, Summer and Fall. Work with departments to gather information for newsletter.
• Administer the divisional customer service surveys for all campus staff and faculty to provide feedback on the various divisional units.
• Schedule and meet with vendors to evaluate and recommend various products and services for the department.
• Provide high-level administrative support by conducting research regarding various topics and needs related to the operations of the Vice President's office. Provide recommendations and guidance related to operational issues based on knowledge and expertise of department and university policies, procedures and operations.
• Serve as divisional website expert to provide consultation to departments on website issues. Support the Chief of Staff in regular reviews of all divisional websites for consistency, zero-level service information and up-to-date content.
• Review and coordinate updates to the Divisional Business Continuity Plans.
• Responsible for developing, maintaining and tracking divisional and programmatic annual calendars with key deadlines from the Chancellor's Office and other regulatory requirements.
• In collaboration with the Chief of Staff, assume lead responsibility for the planning, facilitation and execution of the bi-annual divisional gatherings.

Support for VP Office and Administrative Services Departments

• Provide administrative and human resources support for Internal Audit, Administrative Service departments (Risk Management, EHS, Strategic Sourcing, Clery), and Strategy Management, including, but not limited to human resource processes, scheduling, timekeeping and ordering of supplies. - May assist with administrative and human resources support functions for other departments within the Division on an ad-hoc basis as needed or requested.

Budgetary Support

• Provide State and Foundation Administrative Affairs budget assistance. Reconcile accounts, coordinate budget transfers, various accounts, and monitor posted transactions for accuracy.
• Order all supplies, conduct inventory to ensure adequate supplies are available at all times.
• Track and maintain divisional contracts and MOUs.
• Initiate purchase order, monitor VP Office PO budgets and advise the Chief of Staff of budget transfers or increases related to contracts and purchase orders.
• Responsible for monitoring current processes and independently learning new methods to prepare and track financial expenditures, including work orders, p-card transactions, requisitions and purchase orders, direct pay orders, travel expense claims, budget transfers, chartfield string changes, signature authorization forms and other financial transaction documentation as needed. - Responsible for monitoring and processing the Vice President's Office travel expense claims, p-card statements and/or other reimbursable expenses.

Recognition Committee

• Provide ongoing leadership and support to the Divisional Recognition Committee while also serving as standing member of the Committee. Support to include, but not limited to, facilitating and leading team meetings, delegating responsibilities, development of presentations, scheduling meetings, website support, communications, compilation of nominations for divisional awards.

QUALIFICATIONS:

• Bachelor's Degree
• DL NUMBER - Driver License, Valid and in State
• A minimum of 5 years of office administrative experience in a role as an executive administrative assistant that will enable incumbent to successfully perform the functions of this position. and
• Must have a basic foundation of 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.
• Knowledge of research techniques and statistical methods.
• Ability to interpret and apply specific operating policies and procedures.
• Ability to work independently and possess the experience to be fully proficient in performing work assignments.
• Ability to accurately maintain and track budgets and provide forecasts.
• Demonstrated competence in independently applying judgment in nonstandard applications and systems, ability to solve a wide range of problems of varying complexity, developing practicable and thorough solutions. Possess effective communication and listening skills.
• Ability to multi-task between various projects, meetings, and schedules all at once.

PREFERRED QUALIFICATIONS:

• Work experience in a higher education environment, preferably in a Vice President's or Dean's Office.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy .

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy .

CSU Classification Salary Range

This position is not a part of a bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $4,687 and maximum $11,223 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website .

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk

Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a

12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy .

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy .

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy .

Security & Fire Safety

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), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report .

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu . For more information, go to Employment Notices .

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement .

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

Advertised: Feb 18 2025 Pacific Standard Time
Applications close: Mar 04 2025 Pacific Standard Time

Closing Date/Time: