Executive Assistant to Dean

Job Description:

Executive Assistant to Dean

Description

Job Summary

Under the general supervision of the Dean of the University Library (LIB), this position performs assignments that are administrative, technical, and problem solving in nature involving a wide variety of complex, sensitive, and confidential matters related to the Office of the Dean.

Key Responsibilities

• Provide administrative support to the Dean - Maintains the calendar of the Dean. Schedules appointments and plans meetings for the Dean and disseminates information to faculty, and staff. Schedules rooms for meetings, events, workshops for Dean, and CSULB organizations on and off campus groups and guests as requested. Prepares agenda and minutes and arranges for refreshments if necessary. Assures proper distribution of agendas for Faculty & Staff Assembly meetings and suggest agenda items as appropriate.
• Serves as RTP and Recruitment Coordinator for the University Library - Supports Dean, and Library Faculty committees with tenure track faculty recruitment via PageUp system and is the college liaison with Faculty Affairs. Helps coordinate and facilitate required documentation and other processes related to tenure track faculty recruitment. Assists Dean and Associate Dean for evaluation, sabbatical, assignments and assigned time. Maintains FERP Listing, and Sabbatical leave requests with beginning and end dates.
• Dean's Office Administrative Support - Assists the Dean's office coordinator with administrative support, such as but not limited to, scheduling Library meetings unrelated to the Dean, front desk support, or office supply ordering. Provides backup supervision to Dean's Office student assistants.

Knowledge Skills and Abilities

The ideal candidate demonstrates exceptional interpersonal and oral communication skills, along with outstanding written abilities in drafting and editing a variety of professional documents, including correspondence and reports. They are quick to learn and stay current with university policies and procedures, particularly those relevant to academic unit operations. Proficient in developing computer spreadsheets, the candidate is also highly capable of planning, scheduling, and coordinating diverse activities. They possess strong analytical skills, enabling them to tackle complex problems, devise innovative solutions, and make sound, independent decisions. The ideal candidate handles confidential matters with discretion and professionalism, fosters positive relationships between the Dean’s office and the broader community, and thrives in a collaborative environment that includes faculty, students, and staff from diverse ethnic, cultural, and socioeconomic backgrounds.

Ability to communicate with an ethnically and culturally diverse campus community. Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures. Ability to contribute to a positive university experience for each and every student and assist in achieving the university's commitment to a "vision of excellence."

Education and Experience

Equivalent to five years of administrative support experience required.

Physical Summary

• Sedentary work - Involves mainly sitting. Walking and standing are minimal. Lifting is limited to lightweight objects. (10 pounds or less).

Department

University Library

Classification

Administrative Support Coordinator II

Compensation

Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources.

CSU Classification Salary Range: The CSU Classification Salary Range for this position is $4,058 - $6,653 per month.

Benefits

Excellent benefits through CalPERS (health, vision, dental), tuition fee waiver, generous vacation and sick leave, and 14 paid holidays each year.

Time Base

1.0 time-base, 40 hours per week.

Duration of Appointment

This is a temporary position for 1 year with no permanent status granted. Temporary assignments may expire prior to the ending date.

Application Procedures

Click Apply Now to complete the CSULB Online Employment Application.

PLEASE FILL OUT THE APPLICATION COMPLETELY

It is important that all sections of the on-line application are filled out completely and accurately. Please include all relevant education and experience. Your application will be used to determine whether you meet the minimum qualifications for this position.

Additional Information

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSULB will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

CSULB is not a sponsoring agency for staff and management positions (i.e. H-1B Visas).

California State University Long Beach expects respectful, professional behavior from its employees in all situations. Acts of harassment or abusive conduct are prohibited. Demonstrated appropriate professional behavior, treating others with civility and respect, and refusing to tolerate abusive conduct is expected of all employees.

Equal Employment Statement

Consistent with California law and federal civil rights laws, CSULB provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, national origin, or other protected status. CSULB complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Accommodations

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 StaffHR-Accommodations@csulb.edu .

Out of State Employment Policy

California State University, Long Beach, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Advertised: Jul 19 2025 Pacific Daylight Time
Applications close: Aug 02 2025 Pacific Daylight Time