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Executive Assistant to the Executive Director (SMSU)

California State University, San Bernardino
California, United States
Salary Not specified
Date posted
Dec 4, 2023

Executive Assistant to the Executive Director (SMSU)
California State University, San Bernardino

Job No: 531958
Work type: Auxiliary
Categories: Excluded, At-Will, Full Time, Student Services
Santos Manuel Student Union

California State University, San Bernardino


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.

Employment Summary

Full-Time, exempt position.

Work Schedule

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.

General Purpose
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 Director.

Essential Duties and Responsibilities include the 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 order.
  • 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 Strengths.

Confidential Responsibilities

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 nature.

Supervisory Responsibilities

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 problems.


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 functions.

Education and/or Experience

Bachelor's degree or equivalent in a related program is required; 2 years of related experience. Student supervision experience preferred.

Language Skills

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.

Mathematical Skills

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.

Reasoning Ability

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 situations.

Computer Skills

To perform this job successfully, an individual should have advanced knowledge of MS Office, including Excel Word, PowerPoint, and Outlook.

Certifications Licenses & Registrations

None required.

Physical Demands

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 essential functions.

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 vision.

Work Environment 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 functions.

The noise level in the work environment is usually moderate.

Benefits Include
  • Medical, Dental, Vision, Flex Cash option
  • CalPERS Retirement
  • CalPers 457
  • Group Term Life/ Accidental Death & Dismemberment (AD&D)
  • Holidays & Personal Holiday
  • Vacation and Sick pay accruals
  • Educational Assistance Benefit is based on availability of funding.
  • Workers' Compensation
  • Unemployment Insurance
  • 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 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 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 status.

    To view full description and to apply, visit:


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