Executive Assistant to Provost

Apply now Job no: 515369
Work type: Staff
Location: Maritime Academy
Categories: Confidential, Administrative, Probationary, Full Time

Working Title: Executive Assistant to the Provost

Classification Title: Confidential Office Support III

Department Name: Academic Affairs/ Office of the Provost

Time Base: Full-time

Pay Plan: 12 month 

Bargaining Unit:  C99, Confidential

Employment Type: Probationary/Permanent

Salary Range: Hiring salary is budgeted at $5,300 - $5,959 per month commensurate with education and experience

Benefits: Premium benefit package includes outstanding health, dental and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.

Application Deadline: Open until filled, unless there is a specific close date.  A review of applications will begin Tuesday, June 21, 2022 and the review period may end at any time thereafter.

Position Summary:  

The Executive Assistant (EA) advises and supports the Provost and Associate Provost as well as members of the Provost's Council and across Academic Affairs more broadly. Such support is operational, strategic, logistic as well as clerical. By staying abreast of campus-wide activities, deadlines, processes, and pending decisions, the EA independently determines self-assignments in addition to receiving direction from the Provost and Associate Provost. As a liaison on behalf of the Provost's Office, the EA is responsible for developing communication responses and complaint resolution both independently and in consultation with the Provost and other campus leaders.

This position requires extensive administrative experience, exceptional analytical skills, and proven communication skills. The EA should be a strong team player with a can-do attitude and high ethical standards and be capable of carrying out multiple projects at the same time. Discretion and the ability to handle confidential information are a must.

About the California State University Maritime Academy:

Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.

Cal Maritime offers seven baccalaureate degrees in Business Administration, Global Studies and Maritime Affairs, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering,  Marine Transportation and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard and naval reserve officers. Cal Maritime also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.

Major Responsibilities:

Executive Support

  • Provide continuity, extensive specialized expertise, and information which is often sensitive and confidential to the Office of the Provost, Academic Affairs Division, and campus on a variety of complex policies, procedures, laws and regulations, including but not limited to: FERPA, State of California Education Code, State Administrative Manual, CSU Mandates, Executive Orders, and Executive Memoranda.
  • Develop and manage cooperative working relationships with a diverse population of administrators, faculty, staff, and students as well as appropriate officials at other state colleges and universities, the Chancellor's Office, government and national agencies, businesses, and more.
  • Respond to a variety of inquiries, unresolved problems, issues and ad hoc matters, as well as escalated faculty, staff, student, parent, and community calls and concerns. Requires analyzing issues and developing resolutions as well as following through with providing direction, making referrals, and delegating responses to others, thus requiring the ability to exercise considerable judgment.
  • Provide advice and assistance to Academic Affairs as well as Cabinet leaders to solve emergent problems as well as those stemming from established processes and policies. Examples include procurement contracts, security authorizations for software, Chancellor’s Office reports, Concur Travel, Academic Affairs MPP performance evaluations and actions, faculty recruitment and retention policies and practices, media relations, and more.
  • Work with Cabinet and their staff on critical and confidential matters and keep them apprised of critical issues.
  • Independently analyze and determine appropriate responses or actions to inquiries, requests, etc.  Determine when to involve the Provost in inquiries, requests, etc.


  • Represents the Provost and Associate Provost in dealings with both internal and external campus communications.
  • Develop, distribute, and manage communication from Academic Affairs, including but not limited to speeches, articles, awards and other recognitions, letters, reports, campus announcements, and updates to the website.
  • Review and facilitate a variety of correspondence for the Provost and Associate Provost, including recommending actions, editing, or preparing responses.
  • Compose correspondence dealing with issues or subject matter in ways that require considerable attention to how it is received by multiple audiences.
  • Demonstrate sensitivity, discretion, judgment in replying to inquiries and/or presenting or requesting information.
  • Draft, edit and prepare confidential and sensitive correspondence; manage and update confidential files, including those housing official reviews of faculty.
  • Prepare documents, presentations and reports on behalf of the Provost and Associate Provost; provide information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in usable and understandable formats.
  • Review and proofread documents requiring the Provost’s signature.
  • Receives and handles phone calls, visitors, and inquiries and makes appropriate referrals.

Administrative and Clerical

  • Audits and reconciles CHRS Recruiting and Peoplesoft transactions for Academic Affairs.
  • Provides high-level administrative support for the Provost and Associate Provost
  • Provides administrative support with the handling of confidential and sensitive documents pertaining to budgets, legal matters, campus organization, disputes, grievances, and personnel evaluations. Provides research support by collecting and preparing background information for major projects.
  • Maintains annual calendars for all in the Provost’s Office and anticipates deadlines, due dates, and upcoming meetings by prompting and preparing Provost and Associate Provost.
  • Makes travel arrangements as request via Concur travel platform and manages all reimbursement in accordance with campus and CSU policies and procedures.
  • Maintains and manages Academic Affairs policies, to include: ensuring policies and procedures are shared with campus as necessary and appropriate, contacting appropriate departments to develop and/or update policies; initiating and overseeing approval process; maintaining familiarity with all policies; and helping people find policy information.
  • Maintains and manages office files.
  • Reviews, prioritizes, and distributes mail to appropriate office staff and handles mail routing requests.
  • Maintains computer and office files. Provides word processing services, (composing, formatting, and proofing documents).
  • Creates and maintains campus organization charts, forms, and flow charts, posts on website
  • Schedules meetings, appointments, interviews, etc., serves as committee member, takes and transcribes meeting notes, writes and or edits reports.
  • Contracts and monitors maintenance of administration equipment copier, postage, folding, and shredding machines.
  • Conducts basic research and information gathering.
  • Provides support and maintains confidentiality in the administrative handling of staff disputes, grievances, union/contract negotiations and management positions, disciplinary actions, and personnel issues; prepares personnel action documents, gathers support materials, and prepares notification of final decisions in personnel actions.
  • Attends management meetings that may involve sensitive personnel issues; prepares confidential correspondence related to personnel actions, discipline, collective bargaining, and personnel policies; and maintains confidentiality of materials and sensitive issues associated with personnel actions.

Required Qualifications:

  • These entry qualifications normally would be obtained through completion of a high school program or its equivalent and a year or more of general office experience.
  • Thorough knowledge of Word, PowerPoint, Access, Excel, Outlook, Photoshop and Visio and willingness to learn and apply new software. PeopleSoft and Concur software experience a plus but not required.
  • Basic knowledge of Hyper Text Markup Language (HTML) with ability to manage text, images and other visual or audible material associated with division web pages.
  • Thorough knowledge of general office procedures and practices, scheduling and record keeping.
  • Knowledge of basic research techniques for collecting and sorting relevant data for high level administrative review.
  • Knowledge of basic budget tracking and bookkeeping practices.
  • Demonstrated ability to perform standard math, including simple calculations such as ratios and percentages, tracking financial data, and making projections.
  • Mastery of English grammar, spelling and punctuation.
  • Ability to independently compose correspondence and complex reports.
  • Ability to effectively communicate orally and in writing.
  • Ability to take and transcribe notes.
  • Ability to organize and pe1fonn multiple tasks accurately and efficiently and meet deadlines.
  • Ability to handle confidential and sensitive information and use discretion in divulging such information.
  • Ability to apply a high degree of diplomacy and tact; use good judgment, discretion and initiative in coordinating activities associated with the Provost and Vice President's Office.
  • Ability to type 40 WPM

Preferred Qualifications:

  • Bachelor’s degree in any discipline
  • Four or more years’ experience working in a higher education executive support position
  • Microsoft Office
  • Adobe Acrobat
  • PeopleSoft software experience
  • Concur Travel software
  • IT Liaison
  • CHRS Recruiting Liaison (used by CSU system)
  • Website management

Special Conditions: 

Physical, Mental and Environmental Conditions: Involves mainly sitting; walking and standing is minimal; involves lifting lightweight objects limited to 15 pounds.

Background Check: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU 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.

Mandated Reporter: 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 revised July 21, 2017 as a condition of employment.

Designated Position: 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 Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Eligibility to Work:  Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

EEO Statement: Cal Maritime is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, covered veteran status, or any other protected status.  Reasonable Accommodations will be provided to applicants with qualifying disabilities who self-disclose by contacting the Benefits Coordinator at (707) 654-1146.

Application Procedure: Click "APPLY NOW" to complete the Cal Maritime Online Employment Application and attach the following documents: cover letter and resume. 

Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed.

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