Student Administration Building

Current Opportunities

Special Assistant to the President - Administrator II

Apply now Job no: 517716
Work type: Management (MPP)
Location: East Bay
Categories: MPP, Administrative, At-Will, Full Time

Salary and Benefits

The salary range will be from $110,000 - $130,000 per year.

This position is a Management Personnel Plan (MPP) position in the CSU, and serves at the pleasure of the President.

The CSU enjoys a generous benefits program with employer paid life insurance ($100,000), as well as health, dental, and vision insurance with the monthly premium largely paid by the CSU. Additionally, we offer a broad range of other benefits which includes dependent and health care reimbursement accounts, tuition fee waiver, 401k, 457 and 403(b) plans.

The CSU belongs to the CalPERS retirement plan in which medical and dental insurance continues in qualified retirement.

The CSU has 14 paid holidays and the position earns 24 days of vacation and 12 days of sick leave per year.

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). 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

This position supports and moves new initiatives forward by coordinating project management, communication, and accountability efforts on behalf of the President. Works collaboratively as part of the President’s Office administration as well as with Cabinet members. Supports and coordinates new programs to enhance the employee experience, with a focus on staff engagement, fostering an environment that motivates, empowers, and inspires commitment from employees. Working closely with the University Diversity Officer, demonstrates commitment to creating and sustaining a diverse and inclusive workforce.  Understands the university’s mission and vision and how cross-functional initiatives and goals support the mission. Identifies current and future challenges and proposes effective solutions. Assists the President in moving forward and documenting measurable action on a wide range of strategic initiatives. Accomplishes strategic goals and large-scale initiatives for the Office of the President and University.

Serves as the primary project manager of implementation of Future Directions, the new university strategic plan and any future strategic plans. Assists the University Diversity Officer in implementation and tracking of the Diversity, Equity, and Inclusion (DEI) Strategic Plan. Assists the Director of Sustainability in implementation and Tracking of the University Climate Action Plan. Motivates and encourages commitment to achievement of strategic plans. Effectively communicates the strategic initiatives. Independent detail-oriented project management, tracking, and concise communication are key components of this position. 

Responsibilities

Strategic Project Management and Communication

  • Lead coordination of Future Directions (strategic plan) implementation, ongoing accountability metrics and regular updates on progress.
  • In close collaboration with the University Diversity Officer, coordinate implementation, ongoing accountability metrics and regular updates on progress on the DEI Strategic Plan.
  • In close collaboration with the Director of Sustainability, coordinate implementation, ongoing accountability metrics and regular updates on progress on the University Climate Action Plan.
  • Lead coordination, implementation, accountability metrics and regular updates of other initiatives, task forces, and leadership searches out of the Office of the President.
  • In close collaboration with Human Resources, coordinate and co-chair the new Staff Wellness, Enrichment, and Engagement Team (SWEET) and other efforts to enhance the employee experience.
  • In collaboration with the university leaders, coordinate implementation, ongoing accountability metrics and regular updates on progress of improvements identified through the University Climate Assessment process.
  • Work collaboratively with University Communications and Marketing, assist the President with social media posts, edits, connections and content.
  • Staff and/or chair various presidential task forces and work groups, including organizing meetings and the dissemination of results, reports, and recommendations from these groups.

Administrative Support

  • Develop and coordinate, in consultation with the President or Chief of Staff, complex agendas and background materials for various meetings, including the President’s Equity Council, Community College Presidents’, and other committees as assigned.
  • Assist the President and Chief of Staff by compiling and analyzing data and related documents/information used to support the President’s fact-finding processes.
  • Assist with coordination and implementation of events sponsored by the Office of the President, including Commencement.
  • Coordinate presidential travel arrangements and reimbursements, including some complex international travel.
  • Serve as back-up to the Executive Assistant on scheduling meetings and managing the President’s calendar.
  • Provide back-up general office support in the Office of the President, including greeting visitors and answering phones.
  • Independently compose administrative correspondence and write letters and memoranda conforming to applicable campus or CSU policy ensuring that the grammatical, stylistic, typographical presentation and formats are correct and professional.
  • Edit materials for publication and distribution for content accuracy, proper grammar, and consistency of presentation.
  • Use discretion in the dissemination of information to faculty, staff, students and the community.
  • Interpret and apply administrative policies and protocols; takes initiative and makes timely and informed decisions and recommendations.
  • Keep the President and Chief of Staff informed of issues of importance.
  • Other duties as assigned.

Required Qualifications

  • Demonstrated ability to manage multiple tasks simultaneously, work ahead of deadlines, independently set priorities, and work effectively and respectfully with the president, other President’s Office staff, vice presidents, associate vice presidents, faculty leaders, and student leaders in a fast-paced environment.
  • Ability to form sound judgements and achieve results in a highly collaborative manner with administrators, faculty, staff, students, and external contacts, within a multi-cultural population.
  • Demonstrated experience in managing, tracking, and communicating progress on complex initiatives and strategic plans.
  • Demonstrated knowledge and skill in professional administrative practice.
  • Ability to maintain confidentiality.
  • Demonstrated knowledge and skill in the use of English language, including composition, grammar, spelling, proofreading, and punctuation.
  • Demonstrated skill in oral communication appropriate to the interactions required in a professional executive office.
  • Demonstrated skill in word processing and spreadsheet computer applications software.
  • Demonstrated experience and managing virtual meetings and webinars.
  • Demonstrated knowledge in organizing business formats for reports and correspondence and demonstrated skill in the preparation of clear and concise reports.

Minimum Qualifications

  • Bachelor’s degree from an accredited institution.
  • Minimum of three years of progressively responsible professional, executive level experience, providing administrative staff support, project management, coordination of activities, and facilitation of communication.

Preferred Skills and Knowledge

  • Demonstrated knowledge and understanding of higher education or other complex mission-driven organizations.
  • Post Bachelors units and/or Master’s Degree from an accredited institution.
  • Ability to influence and motivate diverse teams to achieve multiple, projects and initiatives within a complex organization.
  • Effective interpersonal, communication, and organizational skills.
  • Demonstrated skill in using project management tools and platforms and virtual meeting tools and platforms.
  • Demonstrated experience with the State of California and CSU rules and regulation.
  • Ability to collect and evaluate data and qualitative information, reason logically, and analyze and solve organizational and administrative problems.
  • Interest in emerging national and state issues and trends in Higher Education.
  • Ability to work highly collaboratively with administrators, faculty, staff and students.

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/

At CSUEB, the following nine competencies have been identified as valued leadership qualities:  Communication, Cooperation, Delegation, Empathy, Feedback, Innovation, Leadership Presence, Passion and Strategic Ability.  While we may not expect our managers to exhibit all of these competencies, we do expect them to aspire to develop them.  As part of the annual evaluation review process, the Special Assistant to the President will be evaluated on each.

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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