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Confidential Administrative Support (Confidential Administrative Support II), University Advancement

California State University, San Bernardino
California, United States
Salary Not specified
Posted Date
Dec 7, 2022

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Position Type
Executive, Other Executive
Employment Level
Employment Type
Full Time
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Confidential Administrative Support (Confidential Administrative Support II), University Advancement
California State University, San Bernardino

Job No: 518386
Work type: Staff
Categories: Confidential, Administrative, Probationary, Full Time


California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.

At CSUSB, you can:
  • Build your future
  • Work with the best
  • Be your authentic self
  • Focus on you
  • Make a lasting impact
  • Work for a purpose that is greater than your own
  • Bring everything you are, become everything you want

Department Summary

University Advancement creates awareness and builds relationships to enhance support that will strengthen CSUSB's academic excellence and distinct contributions to our local, regional and global communities.

Job Summary

The Executive Assistant will essentially serve as the main point of contact for all external constituents to the campus and will ensure daily operations for VP's office continues.

Responsibilities include but are not limited to:
  • Reporting directly to the Vice President for University Advancement, the confidential aide oversees operations of the Office of the Vice President.
  • Provide high-level administrative support to the vice president by conducting research, handling information requests, and preparing contact reports for the vice president's communications with donors, elected officials, and friends of the university.
  • Provide oversight for the vice president's calendar and travel. Ensures that the vice president is prepared for meetings, providing background and supplemental information, as well as agendas and action items.
  • Compose correspondence, memos, and briefings on behalf of the vice president. Edit and proofread advancement plans, donor correspondence, gift agreements, executive summaries, and strategic plans.
  • Serve as an absence management coordinator for all UA Division employees, including the VP.
  • Work closely with the Office of the President and the university's senior leadership to support the mission of the university and the division. Maintain regular communication with the president's office staff and division leadership, attend appropriate division and university meetings, and communicate on behalf of the vice president.
  • Provide leadership within the division's senior team, staffing weekly leadership meetings, including the preparation of agendas, taking notes, and executing on follow-up tasks that involve the vice president. Establish and execute on priorities set by the vice president and provide updates on the status of projects.
  • Supervise front office staff; provide work direction and guidance; assist in maintaining a welcoming front office environment.
  • Schedule, plan, and implement senior leadership and division retreats.
  • Provide staff support for division senior leadership recruitments.
  • Communicate with all levels of internal management and staff regarding strategic plans for advancement, fundraising initiatives, and division updates. Maintain extensive interaction with external constituents (board members, alumni, high-level donors, community volunteers, corporate executives), which requires extensive knowledge of university and division protocol.
  • Maintain a healthy, fair, and inclusive work environment by promoting diversity and exercising teamwork and collaboration when working with diverse groups, donors, volunteer groups, students, and colleagues.
  • Manage confidential information; exercise good judgment and take initiative as needed. Maintain confidential information and communications that are relevant to University Advancement policies and procedures, including those that may affect collective bargaining unit positions and negotiations.
  • Plan, develop and coordinate multiple projects simultaneously.
  • Establish and/or strengthen division processes, policies, and procedures. Train new staff members or other administrative assistants as needed.
  • Develop, implement and provide support to special projects (both on and off campus) as needed. Special projects include managing the honorary degree process, staffing the President's Native American Advisory Council, serving as a liaison in conjunction with the Vice President to the Mountain Communities Scholarship Society, and other special events.
  • Working closely with the secretary to the board, maintain board meeting minutes; create agendas for regular and annual board meetings; coordinate and obtain materials for meetings; provide meeting materials to members prior to meeting. Provide direction for processes throughout the year, including new member orientation or member resignations.
  • Other duties as assigned by the Vice President.

Employment Status: Full-time, Probationary, "Exempt", position.

Application Review Deadline: This position will remain open until filled. Applications will be reviewed beginning September 29, 2022.

Work Schedule
  • Monday through Friday from 8:00 am to 5:00 pm. Weekends and evenings may be required.

Key Qualifications
  • Applicants must process advanced knowledge of applicable university infrastructure, policies and procedures, as well as a thorough knowledge of office methods, procedures, and practices.
  • Applicants must possess superior knowledge of English grammar, spelling, and punctuation, and the ability to use office equipment and various software packages, including word processing, Excel spreadsheets, and PeopleSoft financial and human resource programs.
  • Applicants must have the ability to perform arithmetic functions of a transitional nature.
  • Applicants must possess the ability to analyze a variety of diverse issues, research policies and historical data, and draft written documents.
  • Applicants must have the ability to interact and communicate effectively with students, faculty administrators, staff, and community leaders.
  • Applicants must possess problem-solving and effective interpersonal skills.
  • Applicants must possess competence in effectively presenting complex information in writing, and must possess the ability to interpret and communicate procedures, policies, information, and instructions.
  • Applicants must be self-motivated, reliable; organized and flexible.

Education and Experience
  • The equivalent to a bachelor's degree AND the equivalent to five years of related experience.

Preferred Qualifications
  • Five years of comprehensive experience in volunteer board development and management preferred.


Anticipated Hiring Range: $5,833 - $6,666 per month

Classification Hiring Range: $4,464 - $9,514 per month

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. In our commitment to diversity, we welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. Our commitment to work toward an environment that values diversity requires that we create, promote, and maintain activities and programs which further our understanding of individual and group diversity. We will also develop and communicate policies and promote values which discourage intolerance and discrimination.

The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.

Dimensions of diversity shall include, but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.

The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.

Supplemental Information

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

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 as a condition of employment.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information:

This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)

To view full description and to apply, visit:

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