Executive Assistant to the Executive Director (SMSU)
California State University, San Bernardino
Excluded, At-Will, Full Time, Student
Santos Manuel Student Union
California State University, San Bernardino
EXECUTIVE ASSISTANT TO THE EXECUTIVE
hiring Range: $64,480 - $68,661
Salary Grade: 7
Target Start Date: November 1, 2023
Employment Status: At Will Employee, Full-time, Exempt, Benefits
Eligible, Santos Manuel Student Union
Location: California State University, San Bernardino
About Santos Manuel Student Union at CSUSB
(This is not a state position)
The Santos Manuel Student Union (SMSU), through its programs and
facilities is a focal point of the campus where students, faculty,
staff, administration, alumni and guests develop an enduring
connection to the university. As a campus social hub, the SMSU
assists in the retention and development of students, while
encouraging a deeper understanding and appreciation of cultural
pluralism, gender equity, and ethnic diversity. We accomplish this
by providing a variety of cultural, social, educational and
recreational activities, which create an environment conducive to
personal growth and development. Planned activities also provide
students with leadership opportunities and employment, which
promotes an active learning experience as well as relaxation,
entertainment, and social interaction. As the meeting place on
campus for students and organizations, the facilities provide a
comfortable and relaxing environment that embodies the delivery of
services important to the university community. As a bridge between
formal learning and life experience, co-curricular activities
coordinated by the SMSU serve as a training ground for development
of student leaders.
Full-Time, exempt position.
This is a regular, full-time, hourly position. Willingness to work
a flexible schedule as necessary in order to respond to
emergency/urgent situations is required. This may include working
extended hours, evenings, weekends and some holidays.
Under the direction of the Santos Manuel Student Union (SMSU)
Executive Director the Executive Assistant is responsible for the
coordination of the SMSU Administrative Office operations,
procedures, and resources to facilitate the effectiveness and
efficiency of the SMSU. The Executive Assistant performs a wide
range of administrative support activities to the Executive
Essential Duties and Responsibilities
following. Other duties may be assigned.
- Maintains the Executive Director's calendars, schedules
appointments, and makes travel arrangements. Arranges travel and
meetings be developing itineraries and agendas, booking other
transportation, arranging lodging and meeting accommodations for
staff, students, and the Board of Directors. Prepares documentation
for travel reimbursements.
- Handles all confidential correspondence and maintains
confidential files. Prepares and edits correspondence,
communications, and presentations. Files and retrieves documents
and reference materials. Facilitates move to a “paperless office”
format. Conducts research, collects and analyzes data to prepare
reports and documents.
- Completes projects and special assignments by establishing
objectives, determining priorities, managing time, monitoring
progress, and adjusting plans.
- Represents the Executive Director by welcoming visitors,
answering and managing incoming calls and emails, reviewing
correspondence, arranging department functions, answering questions
and meeting requests directed to the Executive Director.
- Communicates with a variety of campus and community
constituents including working with students and staff to assist
them and resolve problems, serves as a primary contact and resource
to outside parties. Schedules SMSU Staff meetings and assists with
preparation of agendas.
- Manages the SMSU Administrative Office operations including the
hiring, training and supervision of the student assistants.
- Maintains inventory and purchases office supplies and
equipment. Maintains contracts for office equipment and ensures
that all office equipment is adequately maintained and in working
- Prepares and submits the SMSU Administrative Office and Board
of Directors budget reports.
- Maintains the schedules of the SMSU Board of Directors and
eight Committees in order to schedule monthly and semesterly
meetings. Prepares meeting agendas and attachments, records and
distributes minutes for Board of Directors and Committee meetings
in accordance with open meeting laws.
- Orients and trains new Board Members including educating on
Robert's Rules of Order, fiduciary duties, and Gallup
This position meets the Higher Education Employer-Employee
Relations Act (HEERA) “confidential” criteria and performs
administrative support and/or professional work in support of an
organizational department, unit or function. HEERA defines a
“Confidential employee” as “any employee who is required to develop
or present management positions with respect to meeting and
conferring or whose duties normally require access to confidential
information which contributes significantly to the development of
those management positions.
This position interprets and applies specific operating policies
and procedures, performs research, prepares reports with
recommended courses of action, makes in-depth analytical studies
and investigations which have broad impact, makes recommendations
for changes in policy or procedures, develops questionnaires or
complex documents, and participates in long-range strategic
planning. May be responsible for preparing complex reports and
handling problems of a highly confidential and sensitive
This position supervises student assistants. Carries out
supervisory responsibilities in accordance with the organization's
policies and applicable laws. Responsibilities include
interviewing, hiring, and training employees; planning, assigning,
and directing work; appraising performance; rewarding and
disciplining employees; addressing complaints and resolving
To perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. The requirements listed
below are representative of the knowledge, skill, and/or ability
required. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential
Education and/or Experience
Bachelor's degree or equivalent in a related program is required; 2
years of related experience. Student supervision experience
Ability to read and interpret documents such as safety rules,
operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence. Ability to
speak effectively before groups of customers or employees of an
organization. Ability to use word processing and spreadsheet
software and other related software.
Ability to add, subtract, multiply, and divide in all units of
measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and
interpret bar graphs.
Ability to apply common sense understanding to carry out detailed
but uninvolved written or oral instructions. Ability to deal with
problems involving a few concrete variables in standardized
To perform this job successfully, an individual should have
advanced knowledge of MS Office, including Excel Word, PowerPoint,
Certifications Licenses & Registrations
The physical demands described here are representative of those
that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the
While performing the duties of this job, the employee is regularly
required to talk or hear. The employee is frequently required to
sit; use hands to finger, handle, or feel and reach with hands and
arms. The employee is occasionally required to stand and walk. The
employee must occasionally lift and/or move up to 20 pounds.
Specific vision abilities required by this job include close
The work environment
characteristics described here are representative of those an
employee encounters while performing the essential functions of
this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential
The noise level in the work environment is usually moderate.
Medical, Dental, Vision, Flex Cash option
Group Term Life/ Accidental Death & Dismemberment
Holidays & Personal Holiday
Vacation and Sick pay accruals
Educational Assistance Benefit is based on availability of
State Disability Insurance
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
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.
A background check (including a criminal records check) must be
completed satisfactorily before any candidate can be offered this
position with Santos Manuel Student Union. Failure to
satisfactorily complete the background check may affect the
application status of applicants or continued employment of current
Associated Students, Incorporated employees who apply for the
position. Fingerprinting is required for all employee and volunteer
positions that have direct contact with minor children.
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
To view full description and to apply, visit: https://www.csusb.edu