Executive Assistant/Diversity Program Specialist
- California State University- East Bay
- California, United States
- Salary Not Specified
- Posted Date
- Feb 20, 2023
- Position Type
- Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Community Relations & Institutional Outreach, Student Affairs, Other Student Affairs
- Employment Level
- Employment Type
- Full Time
Salary and Benefits
PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,500.00 per month to $5,500.00 per 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 leave, 14 paid holidays, one personal holiday and tuition fee waiver.
For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.
This position may be eligible to participate in the Cal State East Bay telecommute program subject to approval by the appropriate administrator.
Confidential Office Support III
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
Under the general supervision of the University Diversity Officer (UDO), this position provides high level administrative support to the UDO and staff of the University Diversity Office. This position handles highly confidential, sensitive information and issues with discretion and tact. The incumbent effectively and diplomatically serves as the primary point of contact for the University Diversity Office and interacts with a diverse population of students, faculty, staff, and administrators, as well as the external community. The incumbent works with minimum supervision and takes initiative to organize and prioritize a heavy and diverse workload to meet stringent deadlines. The incumbent will work with the UDO to determine community/campus needs and coordinate events and special projects that advance the University Diversity Office goals.
Coordinating and Managing Initiatives:
- Assist the UDO in the implementation of an institutional equity and inclusion plan.
- With direction from the UDO, design and execute professional development trainings, presentations and other special projects, including pre and post assessments.
- Plan and conduct inclusion events.
- With direction from the UDO, assist in the development of inclusion and diversity programs.
- Keep the campus community informed about various diversity initiatives.
- Serve as a liaison to different student, faculty and staff resource groups that seek to advance belonging and equity for under-represented populations at CSUEB.
- Serve as a resource of knowledge and facilitate connections within the community to meet internal and external diversity, equity and inclusion needs.
- Assist in implementing and updating the approved DEI Action Plan for the University.
- With direction from the UDO, develop appropriate metrics for success and create dashboards to report progress.
- Gather, compile and analyze campus climate surveys.
- Establish and maintain effective relationships with members of diverse communities.
- Represent the UDO on various committees.
- Assist affinity group leaders in their facilitation of inclusion-related activities including regular meeting planning and assistance with organizing internal and external events.
- Maintain and improve the campus’ database regarding diversity information and providing analytical reports and demographic statistics as needed.
- Develop proposals for improving diversity and inclusion strategies.
- Remain informed of trends in the diversity, equity and inclusion space - share relevant information as appropriate.
- Attend workshops, seminars and conferences to continuously update professional knowledge.
- Independently responsible for drafting, reviewing and editing correspondence and reports on behalf of the UDO and staff which may be confidential and requires a high level of writing skills in order to recognize and make grammatical and syntactical changes.
- Respond to subpoena requests with appropriate consultation.
- Interface with distressed students, staff and faculty. Provide support, information and guidance toward problem solving and assist with the emotional needs of visitors of the UDO and direct visitors to appropriate campus resources.
- Perform administrative duties for the UDO including but not limited to: answering telephones and directing incoming calls, reading and reviewing all incoming mail in order to be familiar with pertinent projects and issues, determine where to appropriately distribute incoming correspondence, and forward copies of confidential documents to others who are impacted using sound judgment and discretion.
- Perform general administrative duties including: photocopying, scanning, mailing, organizing and maintaining electronic and hard copy filing systems.
- Prepares and assembles detailed reports, other materials and correspondence, as needed.
- Prepare schedule and logistics for UDO presentations, trainings and workshops that occur on and off campus.
- Serve as the first point of contact for the UDO, which includes but is not limited to greeting office guests, providing quality customer service and maintaining a tidy office environment.
- Maintain the UDO calendar and schedule appointments for the office.
- Coordinate budget activities for the office.
- Act as travel coordinator for the UDO including but not limited to: processing conference/workshop registration fees, travel, lodging, airfare, car rental reservations, and process travel reimbursements per university requirements and guidelines.
- Process purchase orders, service requests and check requests for reimbursements and payment to vendors; handles contract and payment with all vendors.
- Maintains and reconciles monthly procurement credit card purchases and reports for accounting.
- Coordinates room reservations for staff and intra-staff meetings and food service when needed; schedule rooms through 25Live.
- Track, monitor and organize office supplies and reorder when needed.
- Provide lead work direction for student assistants working in the University Diversity Office. This includes but is not limited to: scheduling and assigning work, training, providing performance feedback, evaluating and setting work priorities, reviewing work against standards, timely processing of SEAFs for new student hires and terminations, coordinate, track and report work schedules per Payroll and HR guidelines, and coordinate all processes related to onboarding and separating student assistants.
- Works with the Payroll department to resolve issues or correct problems in the PeopleSoft systems as they occur.
- Ensure department website(s) are updated and relevant.
- Work with other campus departments to gather current information for any updates.
- Troubleshoot any issues including broken web links; work with ITS to resolve any issues.
- Analyze content and structure in order to update website(s) and ensure that the site is user-friendly.
- Update forms as needed.
- Other duties as assigned.
- Bachelor’s Degree.
- Knowledge of principles, policies and procedures regarding responsibilities listed above obtained through a minimum of 2-3 years of related office experience.
- Knowledge of multiple software programs (e.g. MS Word/Excel, Google Drive/Calendar/Gmail).
- Fundamental written and oral communication skills, including a basic foundation of English grammar, spelling and punctuation.
- Ability to quickly learn and apply a variety of state, federal, CSU and CSUEB policies and procedures.
- Ability to maintain confidentiality at all times in a highly confidential office, requiring excellent oral communication skills to accurately convey sensitive/confidential information to students, staff, faculty, administrators system-wide, and visitors to the campus community.
- Commitment to diversity, equity and inclusion.
- Supportive of the shared mission and values of the University Diversity Office.
- Strong presentation skills with the ability to present effectively to audiences at all levels.
- Ability to work in a fast-paced environment while providing high-level administrative support, multitasking and prioritizing.
- Knowledge of modern office practices, procedures and equipment and the ability to learn and utilize various software applications such as PeopleSoft, BaySync, Word, Excel, Google Chrome and Google Suite with a high degree of accuracy and speed.
- Excellent communication skills, both orally and in writing, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar.
- High level writing skills and ability to recognize and make grammatical and syntactical changes.
- Ability to independently research answers to questions and make appropriate contacts of information and resolution of pertinent, sensitive and confidential issues.
- Excellent interpersonal skills to establish and maintain professional relationships with diverse students, staff, faculty, campus and system-wide administrators, and visitors to the campus community.
- Ability to use tact and diplomacy and handle situations of a sensitive nature.
- Strong attention to detail with the ability to function independently and effectively manage and organize workload, multiple projects/priorities and timelines; make appropriate decisions, while adhering to campus policies and procedures.
- Ability to compile and analyze data.
- Have a high level of credibility and self-accountability and able to build trusting relationships quickly.
- Demonstrate sensitivity, knowledge, and understanding of the diverse academic, socioeconomic, gender, cultural, disability, and ethnic backgrounds of the students, faculty, staff, administrators and university stakeholders we serve and sensitivity to and knowledge and understanding of groups historically underrepresented, and groups who may have experienced discrimination.
- Ability to communicate using appropriate vocabulary, empathy, accuracy, and cultural competency at all levels of work.
- Demonstrated ability to interact and work effectively as a team player.
- At least 4 years of progressively responsible administrative responsibilities.
- Experience and knowledge of Under Represented Minority (URM) issues including those of students, faculty, staff, and local communities.
- Experience with executive administrative support.
- Experience in helping develop and support social identity based employee resource groups or faculty/staff associations.
- Experience with confidential office environments.
- Experience assisting high-level executive(s).
- Experience with conducting presentations and training related to diversity equity and inclusion.
- Comfortable facilitating and leading a discussion regarding sensitive and complex issues related to DEI.
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.
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.
All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website here.
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 here.
Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.
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.
Advertised: February 20, 2023 (9:00 AM) Pacific Standard Time
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