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EXECUTIVE ASSISTANT TO THE PRESIDENT (Presidential Aide)

Employer
California State University - Chico
Location
California, United States
Salary
Salary Not Specified
Posted date
Sep 22, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Human Resources Administration, Executive, Other Executive
Employment Level
Administrative
Employment Type
Full Time
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Recruitment Details

Recruitment Number VA1474 Posting Period
Open Until Filled (Review of Applications will begin 09/16/21. Applications received after that date may be considered.) On Campus Only Promotional Opportunity No Working Title EXECUTIVE ASSISTANT TO THE PRESIDENT (Presidential Aide) Class Title PRESIDENTIAL AIDE Level/Range/Grade 1 Salary Range (From $ to $) $3,664 - $8,416 per month / $43,968 - $100,992 annually (Initial placement within the salary range for new employees is contingent upon background and experience, not to exceed $5000 a month.) Department Office of the President Number of Positions 1 FLSA Code Exempt Status Regular: Permanent (after one-year probationary period) Full-time/part-time (if part-time, indicate time base) Full-time Pay Plan 12/12 CBU/MOU C99 - Confidential Class Quick Link https://jobs.csuchico.edu/postings/6713
Hours Per Day 8 hours during the school year / 10 hours during the summer Days Per Week 5 days during the school year / 4 days during the summer Shift Day
Primary Duties
The Executive Assistant to the President reports directly to the Chief of Staff and works independently to provide essential front line executive administrative support to the President and Office of the President. It is expected that the incumbent will provide professional, friendly assistance on a broad range of topics from both on-campus and off campus visitors handling complex, highly confidential and sensitive issues.

With a high degree of autonomy, the incumbent coordinates and facilitates meetings, programs, functions, special events, projects, activities, inquiries and replies for the president’s office. The incumbent manages the President’s professional calendar and schedule, supervises student assistants, and serves as the office manager. The incumbent must possess the ability to maintain a high degree of confidentiality, exercise discretion, and be able to effectively and faithfully represent the President.

Essential duties require the incumbent to apply complex operating policies and procedures, perform research, prepare reports, make analytical studies and inquiries, which may have broad impact, and handle problems of a highly confidential and sensitive nature. Due to the nature of the position, the incumbent must be available to work additional or irregular hours such as early morning, evening hours and weekends to assist to the needs of the President and the Office of the President. The incumbent is committed to building collegial relationships and being a member of a collaborative team in supportive of the Office of the President.

For a full description of job duties, please visit: https://csuchico.box.com/v/VA1474-Position-Description

MANDATORY VACCINATIONS :
Effective September 30, the CSU will require faculty, staff, and students who are accessing campus facilities to be immunized against COVID -19 or have received a medical or religious exemption. Selected candidates should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ . Questions can be sent to: humanresources@csuchico.edu (staff and management positions) or academicpersonnel@csuchico.edu (faculty positions). Knowledge, Skills and Abilities
KNOWLEDGE :
Incumbent must possess:
Comprehensive knowledge of:
  • Principles and techniques of planning, administration, and management.
  • Organizational structure, functions and activities of higher education.
  • Business grammar, punctuation, spelling, and arithmetic.
  • Modern equipment, office methods, procedures, and practices.




Working knowledge of:
  • Analyzing and tracking data/statistics, research methodology, and preparing reports.


  • Proficiency with the use of standard office equipment (computers, copiers, phones, fax) and computer software such as Microsoft Word, Excel, Outlook, and PowerPoint, Zoom, Skype, and database management.


SKILLS :
Incumbent must possess:
  • Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
  • Collection, evaluation, and interpretation of data to develop sound conclusions, and make appropriate recommendations.
  • High attention to detail with a high degree of accuracy in document preparation.
  • Interpersonal and communication skills to effectively coordinate work with individuals at all levels within the organization, and act as a representative to outside entities, as needed.
  • Excellent written and verbal skills and the demonstrated competence to effectively present information in either format.
  • Advanced analytical and critical thinking skills within a complex work environment.
  • Expertise in investigating and analyzing problems with a broad administrative impact and implications.
  • Active problem-solving and effective interpersonal skills as work often involves front-line contacts with a variety of campus and community individuals.
  • Independent judgment and critical decision-making skills.
  • A high degree of initiative, integrity, and openness.
  • Keyboarding and typing skills.
  • Excellent collaboration and organizational skills to handle heavy workload and multiple projects with frequent interruptions and schedule changes.
  • A demonstrated commitment and sensitivity to multicultural needs, issues and opportunities.


ABILITIES :
Incumbent must have the ability to:
  • Understand and take into account university and presidential priorities in responding to requests for the President’s time and attention and in maintaining the President’s professional calendar.
  • Understand problems from a broader perspective, incorporating feedback and ideas of others.
  • Apply a high degree of judgment, discretion and initiative in coordinating activities associated with the president’s office such as communication and projects.
  • Maintain strict confidentiality.
  • Identify appropriate applications of a wide variety of complex written policies and procedures.
  • Develop and maintain cooperative working relationships with a diverse population of faculty, staff, and students as well as, appropriate officials at other colleges and universities, and the Chancellor’s Office.
  • Prioritize and manage multiple assignments and projects while meeting deadlines.
  • Reply to inquiries.
  • Gather information, conduct research, and prepare reports, letters, and policy statements.
  • Work as an effective and supportive member of the president’s office.
  • Define problems, reason logically, collect and analyze data/information, establish facts, draw valid conclusions and make appropriate applications of them.
  • Use tact and good judgment in responding to requests for information and/or interpretation of requests, policies or procedures.
  • Handle highly confidential and sensitive matters or materials with tact, diplomacy and discretion
  • Prepare and present oral and written reports/data which are clear, concise, and comprehensive to a diverse audience.
  • Adjust to change, demonstrate flexibility and patience with changing expectations (e.g., technology, responsibilities and assignments).
  • Plan multiple levels of events and assemble cross functional teams to coordinate a variety of special events ranging from small, single events to large multi-event gatherings.
  • Work effectively with the President, President’s spouse, and University staff and faculty.
  • Work effectively and organize, plan, and supervise in a high-level, high-profile, and fasted-paced environment with frequent interruptions and multiple levels of activity and priorities, while maintaining professional composure.
  • Perform assigned duties.


Required Education and/or Experience
Requires five years of progressively responsible work experience as a secretary, executive secretary, or staff assistant which has demonstrated the knowledge and abilities listed.
OR
A combination of education and experience which demonstrates that the applicant has acquired the knowledge and abilities listed listed. Additional Requirements for this Position
N/A Recruitment Preferences
Preference may be given to applicants with the following as they may be considered specialized skills:
  • A bachelor’s degree.
  • Comprehensive knowledge and/or recent, relevant experience with:
    • Higher education administration working with the various divisions within a university.
    • Institutional/educational environments utilizing a customer-oriented and service-centered attitude.
    • Expertise in the use of spreadsheets including pivot tables, graphs, charts, macros and other formula driven features.
    • Expertise in the use of desktop publishing/graphics applications.




Special Requirements
  • California State University, Chico, in accordance with CSU policy, requires that the successful candidate complete a background check (including a criminal records check, sexual offender registry check, and/or fingerprinting) prior to assuming this position. Failure to satisfactorily complete or pass the background check may impact the job offer or continued employment of current CSU employees who apply for posted positions identified as sensitive. This position is considered a sensitive position based on CSU guidelines. Incumbent is responsible for the safety and security of Level 1 data, sometimes also referred to as Level 1 protected data. This is confidential information that is in most cases protected by statutes, regulations, or other legal mandates.
  • The person holding this position is considered a “Limited Mandated Reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 (revised July 21, 2017) as a condition of employment.
  • The Confidential Support Series covers those employees of the CSU who have been designated as “confidential” in accordance with the provisions of the Higher Education Employer-Employee Relations Act( HEERA ). According to HEERA, an employee is designated as “confidential” if he or she 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.”




PHYSICAL REQUIREMENTS
Incumbent/applicant will need to be able to perform the essential job functions (duties) of this position with or without reasonable accommodation. This position alternates between remaining in a stationary position operating a personal computer for long periods of time and frequently moving about inside the office. Must be able to travel across campus to other offices and buildings for meetings and events.

WORK ENVIRONMENT
Work is performed in a typical office environment operating standard office equipment. Benefits
This position qualifies for benefits including tuition fee waiver (if eligible). Benefit Information
CSU, Chico offers a number of benefits to its employees (e.g., sick leave, vacation, health insurance). Eligibility for standard CSU benefits is based on an appointment of half-time or more for a period exceeding six months. Employees appointed less than half-time or less than six months are not eligible for standard CSU benefits but do receive prorated sick leave and vacation.

Eligibility for Affordable Care Act ( ACA ) benefits is based on an appointment of at least three-quarter time, hired to work a minimum of 130 hours per month over the course of the appointment or works an average of 130 hours or more per month during the measurement period. The ACA guidelines provide for health coverage or FlexCash only. ACA does not provide dental or vision plan coverage. About the University and Community
California State University ( CSU ), Chico is a comprehensive and residential public University, holding Hispanic-Serving Institution ( HSI ) designation and operating as part of the 23-campus CSU system. The University enrolls over 17,000 students from diverse cultural, ethnic, and socioeconomic backgrounds, with over half identifying as first-generation college students. Graduate and undergraduate programs boast high-quality research experiences, exceptional faculty mentoring, and civic and global engagement opportunities. The campus motto, “Today Decides Tomorrow,” is brought to life by inclusive pedagogy, experiential learning, and co-curricular programming. The Chico Experience prepares students to be critical thinkers, engaged citizens, and inspired stewards of environmental, social, and economic resources. Together, they will become leaders solving the challenges of the 21st century.

The campus is located in Northern California, 90 minutes from the state capital, Sacramento, and a three-hour drive from San Francisco Bay Area. A safe residential community, Chico offers year-round natural beauty, outdoor leisure activities, and a thriving arts, music, and events scene. We acknowledge and are mindful that CSU, Chico stands on lands that were originally occupied by the first people of this area, the Mechoopda, and we recognize their distinctive spiritual relationship with this land and the waters that run through campus.

CSU, Chico is committed to recruiting outstanding candidates who reflect the diverse, intercultural, and intersectional identities of our student body. The ideal candidate will embrace our values predicated on the primacy of student success and the elimination of achievement gaps, have demonstrated experience working with diverse populations, and will contribute to policies, programs, and activities that support an inclusive, accessible, and equitable learning and working environment.

The University is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status.
Open Date (posting open date) 09/02/2021 Close Date (posting close date) Open Until Filled Yes Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Résumé
  2. Cover Letter
Optional Documents
  1. Optional Applicant Documents


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