Executive Assistant to the AVP (AA/S-NE)/ Office of Finance and Administrative Services

Executive Assistant to the AVP (AA/S-NE)/ Office of Finance and Administrative Services
California State University, San Bernardino


Job No: 503905
Work type: Staff
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time




About CSUSB

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

Finance and Administrative Services (FAS) provides leadership, oversight, and stewardship for all aspects of the university's financial resources and serves as a strategic advisor to the senior leadership team and a collaborative partner to the CSUSB Community. FAS works closely with students, faculty, and staff while leading a broad range of finance and administrative functions, including the University Budget Office, Financial Services, Auxiliary Finance, Procurement, and Support Services. We strive for continuous improvement of our business processes and practices and encourage the professional development of our team members to meet the continuously evolving requirements of our constituents.

Job Summary

Under general supervision of the Associate Vice President for Finance and Administrative Services who oversees the following departments: Procurement, Budget, Support Services, and Financial Services. The incumbent will be expected to serve as the primary contact for Finance and Administrative Services. The ability to multitask and manage multiple initiatives simultaneously is a must.

Provide high-level administrative support and executive independent decision on day-to-day administrative operations including procurement, travel, processing payroll, events, and activities that often involve coordination with various executive offices such as the University President, offices of the Vice Presidents, Academic Deans, and other CSU Leadership.

Employment Status: Full-time, probationary, "non-exempt" position (with the possibility of converting to permanent).

First Review Deadline: The initial review of applications will begin on September 8, 2021.


Work Schedule

• Typically, Monday through Friday from 8:00 am to 5:00 pm. Some evenings and weekend hours may be required.

Key Qualifications

• Comprehensive and detailed knowledge of university infrastructure, policies, and procedures or in an organization with similar complexity is required.
• Proven ability to interpret and apply policies and procedures independently and to use judgment and discretion is required.
• Strong competency in fiscal management and the ability to use campus Enterprise Systems to obtain the necessary information is strongly desired.
• A thorough mastery of English grammar, punctuation, and spelling is required along with the ability to effectively write and present reports, minutes, and other documents in a professional manner are required.
• Expertise in using office software, technology, and systems including but limited to Microsoft Word, Excel, Outlook, PeopleSoft, and other standardized office equipment is required.
• The ability to multitask and manage multiple initiatives simultaneously is required.
• Proven ability to establish and maintain cooperative working relationships and work effectively both independently and/or as part of a team is required.
• Skill in planning and performing research and participating in the development, alternation, implementation, and evaluation of the organization's programs, policies, and procedures.

Typical Activities

Under the general supervision of the Associate Vice President (AVP) for Finance and Administrative Services, the incumbent will perform tasks involving the use of judgment and discretion.

• The incumbent will be expected to serve as the primary contact for Finance and Administrative Services.
• The ability to multitask and manage multiple initiatives simultaneously is a must.
• The ability to provide high-level administrative support for a complex organization including budget management, strategic initiative leadership, and coordination of administrative support services.
• The ability to work independently to manage complex calendars, coordinate meetings, and materials for meetings, anticipate and prevent scheduling conflicts, coordinate front office support, answer telephones, greet office guests, and direct to appropriate departmental personnel, as needed.
• The applicant will anticipate, identify and gather information on critical issues while obtaining advice and input from other campus resources.
• The applicant will formulate solutions using reasoning and the interpretation and application of theories and principles to develop and recommend alternatives and best courses of action before consulting the Associate Vice President.
• The applicant will prepare complex travel arrangements, process travel expense claims promptly, complete and submit hospitality claims, process reimbursements, and direct expenditures, reconcile and process procurement card reports, prepare and process requisitions.
• The applicant will purchase orders, review and confirm the accuracy of invoices for approval of payment, and maintain accurate records of invoices and receipts processed.
• The applicant will initiate and compose correspondents individually and on behalf of the Associate Vice President's office.
• The applicant will serve as the primary coordinator for major and complex strategic initiatives and department projects with a broad span of influence and often with significant campus-wide impact.
• The ability to multitask and manage multiple initiatives simultaneously is a must.
• The applicant will organize and coordinate special events, quarterly department meetings to include reserving rooms and processing foodservice requests, developing and distributing event announcements and updating and maintaining guest lists.
• The applicant will oversee the office student assistant program.
• The applicant will provide lead/supervision to all student assistants, conduct a student assistant recruitment plan that adheres to student employment procedures, on-boarding, training, and development, and assigns daily tasks to student assistants that are appropriate for student job classification.
• The applicant will manage and update the department website(s), as needed.
• The applicant will organize and maintain a complex system of files and records, both physical and electronic material.
• The applicant will perform data entry, duplicate materials, distribute office documents, and collect requested data and materials as needed.
• The applicant will route and track requests for signature, process mail including FedEx, bulk mail, and submit work orders.
• The applicant will develop, implement, and maintain office systems and procedures, such as inventory management and hard and electronic filing systems, using technology to bring high efficiency and organization to office operations.
• The applicant will foster and maintain excellent working relationships with all levels of the university and community, including other campus officials, Chancellor's Office personnel, government officials at local, state, and federal levels, as well as the President's Office, departmental divisions, and colleges, directors, and deans.
• The applicant will perform high-level administrative support functions for the department, its directors, and professional staff.
• The applicant will handle highly sensitive issues and respond to a variety of diverse situations referred to the department office by university officials and constituents.
• The applicant will provide support, as needed, to department projects, reports, crisis intervention, and customer service in a high-volume interaction office with unpredictable service requests, and perform other related duties as assigned.
• Assist and reconcile the department budget, as needed.
• Other duties as assigned.

Education and Experience

• Education: Bachelor's degree and/or the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Experience: Additional experience which has demonstrated that the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.

Preferred Qualifications

• Minimum of three (3) years of work experience providing progressively responsible administrative, technical and analytical support in an environment of similar complexity.
• Experience in higher education.

Salary:

Anticipated Hiring Range: $3,288.00 - $4,600.00 monthly

Classification Salary Range: $3,288.00 - $6,347.00 monthly

Statement of Commitment to Diversity

In our commitment to furthering 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 experiences. 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 that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that 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. In addition to a personal commitment and involvement, the president may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to effectively implement this statement's philosophy and intent.

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 the 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 outlined 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 filing 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: http://hrd.csusb.edu/conflictInterest.html

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: https://www.csusb.edu




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