Job No. 520929 Assistant to the Vice President for Student Affairs

CLASSIFICATION TITLE: Administrative Analyst/Specialist - Non-Exempt

UNION CODE: R09

FT/PT: Full-time

PAY PLAN: 12-month

ANCTICIPATED HIRING RANGE: $3,518 - $4,601

However, offer amount will be commensurate with candidate's experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,518 - $6,791

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants.

This position will remain open until filled.

SPECIAL INSTRUCTIONS TO APPLICANT: 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 CSU Vaccination Policy [calstate.policystat.com] and questions may be sent to hr@campus.edu.

POSITION PURPOSE: Within the Division of Student Affairs, the Office of the Vice President for Student Affairs serves the on and off campus community. The Office of the VPSA is responsible for providing programs, services, and co-curricular activities essential to student success.

The Assistant to the Vice President for Student Affairs, under general supervision of the Vice President for Student Affairs, is responsible for providing complex and executive administrative support to the VPSA and the nineteen departments reporting to the Division of Student Affairs using judgement, discretion, and initiative. The incumbent serves as the primary contact for the Vice President for Student Affairs to all University and community constituents and requires project management of VPSA sponsored events and/or programs.

DUTIES & RESPONSIBILITIES:

Assistant to the Vice President for Student Affairs:


Executive Support:

• Provides executive support to the VPSA for all administrative functions and serves as the primary contact for the VPSA to all University and community constituents.
• Liaison in direct communication with the Chancellor's Office, President's Office, Cabinet Officers, Division of Student Affairs departments and their offices, and other campus constituents as required.
• Composes and prepares professional correspondence, memos, documents, letters, and campus community emails for the VPSA to review and sign.
• Review, monitor and maintain the VPSA and AVPSAs' schedule. Coordinates scheduling of meetings with other campus senior leadership offices, direct reports, and any on or off campus members.
• Plans and prepares all travel for the VPSA and AVPSAs including working with off campus vendors to secure flights, rental vehicles, registration for conferences, etc.
• Prepares all VPSA and AVPSAs expense reimbursements.
• Assists the VPSA and AVPSAs with special projects as deemed necessary.
• Creates presentations for the VPSA and AVPSAs to Cabinet Officers, campus leaders, division, etc.
• Prepares the divisional annual report and semesterly bulletins.
• Supervises and provides training to student assistants. Establishes policies and procedures for daily operations and handling of sensitive information.
• Plans and coordinates logistics for professional development events provided to the Division of Student Affairs.

Committee Support:

• Executes all committee meetings facilitated by the VPSA as well as all committee meetings chaired by the VPSA.
• Compiles, reviews, and edits all material distributed to committee members.
• Records and transcribes meeting minutes.
• Implements logistics for meetings and events including but not limited to securing location, catering, room set up, administrating event needs (audio/visual, facilities rentals, etc.), 25Live software data entry, creating invitation list and correspondence (invitations, emails), overall design, entertainment, program, parking reservations, delegate duties to respective individuals and coordination of all parties involved.
• Provides feedback to the VPSA to ensure mission of committees are properly addressed and executed.
• Manages special projects and responsibilities that align with committee work and mission.

Student-Centered Initiatives:

• Administers and oversees the planning, organization and preparation of events, programs and services sponsored by the Office of the Vice President for Student Affairs.
• Delegates responsibilities as necessary to committee members.
• Works with campus departments to ensure accessibility of student-centered initiatives.
• Makes presentations as requested/required.
• Guaranteed 4.0:
  • Uses data-driven decision making to determine the campus need for workshops hosted on campus.
  • Gathers key stakeholders to identify groups of students for workshop sessions.
  • Coordinates registration and distributes campus-wide emails and marketing materials.
  • Assists students with questions and technical support before and during sessions.
  • Collaborates with workshop vendor and speaker to finalize details and provide necessary services to ensure success of the event.
  • Facilitates workshops with the speaker and provides technical assistance.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – Bachelor's degree and/or equivalent training and two (2) years recent (within 3 years) experience providing administrative support to an executive position is required. Additional related experience in a student-centered environment may be substituted for college education on a year-for-year basis.

SKILLS, KNOWLEDGE & ABILITIES (SKA's) –

• Excellent interpersonal skills, written, and verbal communication skills.
• Professional spreadsheet and word processing experience required.
• Competent to advanced computer and lead skills are essential to this position.
• Ability to independently and efficiently perform detailed work with a high degree of accuracy in a high-volume, deadline-driven environment.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting Student Affairs.
• Ability to use sound judgment when interpreting policy or recommending new policies.
• Ability to apply independent judgment, discretion, and initiative in performing job duties.
• Ability to compile, write, and present reports.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills: ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Thorough knowledge of English grammar, spelling and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Demonstrated ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure, policies, and procedures.

PREFERRED QUALIFICATIONS:

• Two (2) years' experience in a student-centered environment is preferred.
• Basic knowledge of PeopleSoft for Student Administration.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

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

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not Mandated

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.


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