Student Administration Building

Current Opportunities

Executive Assistant to the Vice President of Administration & Finance - Confidential Administrative Support II

Apply now Job no: 514102
Work type: Staff
Location: East Bay
Categories: Confidential, Administrative, Probationary, Full Time

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $5,850.00/month to $6,500.00/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

The Executive Assistant serves as the sole administrative support to the Office of the Vice President, Administration and Finance.  The executive assistant provides day-to-day support for the Vice President and Director, Administrative Processes, ensuring that services are prompt, responsive and professional.  Since the Vice-President also serves as the Secretary-Treasurer of the Cal State East Bay Foundation, the executive assistant is also responsible for providing support for the activities of the Cal State East Bay Foundation. 

The executive assistant performs a variety of administrative functions as well as managing project-based assignments that may include compiling data, preparing correspondence and communications, reports, spreadsheets, and monitoring the status of time sensitive projects.  The executive assistant also assists in the coordination and execution of special events.  The executive assistant must be detail-oriented, have critical thinking skills, be able to exercise independent judgement, and have effective interpersonal skills.  The executive assistant performs the work and coordination in support of the policies, procedures, goals, and objectives of the division. 

The executive assistant is also responsible for the oversight of California Public Records requests and subpoenas for records on behalf of the entire campus, in consultation with the General Counsel at the Chancellor’s Office. 

Responsibilities

Provide administrative support services to the Vice President, Administration and Finance/CFO and the Director, Administrative Processes

  • Manage calendars, sort/distribute mail, and maintain organization and timely filing of files
  • Serve as primary point of contact for the office; respond to inquiries in person, by telephone and by email; keeping the VP advised of important matters
  • Draft and distribute correspondence; prepare mailings
  • Make travel arrangements and process reimbursements
  • Administer the department budget and reconcile financial statements
  • Arrange meetings, include handling catering arrangements, meeting logistics, signage, teleconferencing, equipment set-up, meeting materials, as appropriate
  • Provide administrative support activities for all activities of the CSUEB Foundation and related committees, including scheduling and arranging all meetings, creating agendas, completing and sending minute, safeguarding confidential and financial information, maintaining files, and other duties as assigned. 

Provide timely and sound oversight of critical activities in support of the Office

  • Primary responsibility for coordinating Public Records Act requests and Subpoenas; review requests, prepare initial response, compile required information from a variety of sources, collect fees and ensure an appropriate response in a timely manner
  • Monitor and follow-up on time sensitive projects within the Cabinet area; obtain and/or prepare status reports
  • Coordinate and support visiting teams (University audit, General counsel, etc.) including sending directions, parking permits, campus tours, accommodations/ transportation, as appropriate
  • Manage other special projects as directed by the Vice President

Prepare reports and special documents

  • Maintain the Delegation of Authority file
  • Update and maintain the University organization chart
  • Update the A&F and CSUEB Foundation web pages
  • Compile and process data and reports
  • Serve as primary contact of publishing university- wide communiqués for the division

Coordinate and participate in staff event planning

  • Lead and attend event planning meetings
  • Coordinate event activities, prepare materials, collaborate with employees and community members, assist in publicity and arrangements as appropriate

Prepare sensitive labor relations materials

  • Draft correspondence, reports, and spreadsheets
  • Screen and distribute collective bargaining materials sent by the Chancellor’s Office
  • Access confidential information, complied data, prepare files and coordinate responses on collective bargaining issues and legal matters

Required Qualifications

  • Advanced knowledge of policy and procedures regarding major responsibilities, obtained through a minimum of 2-3 years of related office experience.
  • Excellent oral and written communications skills, with a demonstrated ability to communicate effectively with diverse student, staff faculty and community
  • Possess strong interpersonal, organization and coordinating skills and be a team player
  • Demonstrated ability to apply sound judgment and discretion
  • Effective listening skills
  • Ability to multi-task, establish priorities, embrace change and maintain flexibility
  • Ability to follow-through, follow-up, track and monitor projects and assignments
  • Ability to design, plan, initiate and coordinate special events
  • Ability to handle situation/problems of a highly confidential and sensitive nature.
  • Ability to work independently in all areas of responsibility
  • Proficiency in the use of technology, specifically the Microsoft Office suite, and standard equipment

Preferred Skills and Knowledge

  • Bachelor’s degree (or equivalent).
  • Ability to analyze and compile data as well as the ability to handle complex problems and assignments.
  • Ability to be proactive in all assignments.
  • Ability to navigate CSUEB’s webpage to provide correct guidance to constituents.
  • Ability to participate in procurement card and purchase order training and apply knowledge in performing related duties.
  • Knowledge of university organization and chain of command, administration and management hierarchy, and protocols.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment.  Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free.  For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

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, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@csueastbay.edu.

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