Type of Appointment: Probationary, Full Time
Collective Bargaining Unit: Confidential Classes (C99)
Classification Salary Range: $3,516 - $6,922 per month
Anticipated hiring range: $3,516 - $4,651 per month
Recruitment Closing Date: March 25, 2019
The administrative affairs division is a service division. Our mission is to provide quality services, safety, and human resources that promote a positive, open environment conducive to effective learning and working. The division is structured into six areas, each headed by an associate vice president (with the exception of university police) who reports directly to the vice president. These six areas are:
1. Employee and Organizational Development and Advancement (including the departments of classification and compensa-tion, and training and professional development).
2. Finance and Administrative Services (including the departments of budget services, university accounting services and strategic business services).
3. Facilities planning and Management (including the departments of facilities planning, design and construction, facilities management and facilities administrative services).
4. Human Resources Operations (including the departments of emergency management and business continuity, human resources and payroll services).
5. Strategic Enterprise Risk Management (including the departments of risk and environmental health and safety).
6. University Police (including university police, parking and transportation services, and rideshare).
The vice president for administrative affairs reports directly to the University President and serves as the campus' chief financial officer (CFO). In addition, the vice president works closely with the provost and vice president for academic affairs, the vice president for student affairs, the vice president for information technology and institutional planning (IT), the vice president for university advancement and other campus administrators in formulating institutional policies and in addressing major university issues. The vice president for administrative affairs is responsible for directing a multiplicity of complex administrative support and business management programs requiring executive guidance, direction, and policy formulation affecting the entire university.
DUTIES AND RESPONSIBILITIES:
The executive assistant provides a broad spectrum of day-to-day executive level support which includes complex, confidential, and multi-level tasks; supports and coordinates general office activities, such as: preparing, processing and compiling of data for reports, assists in preparing responses to the University President, the CSU Chancellor's Office, and other campus related responses, screens and responds to visitors, telephone calls, and correspondences directed to the vice president, making appropriate meetings or requests and oversees scheduling and coordination of appointments, meetings, activities and events for the vice president's extensive calendar, assessing level of priority in determining urgency based on knowledge of operations. The incumbent prepares meeting materials, agendas and gathers pertinent information for meetings and events with minimal supervision; initiates and composes correspondences independently on behalf of the vice president and chief of staff related to multi-level functions and operations to executive level staff, including campus vice presidents, associate vice presidents, chief of police, directors, deans, and other administrative staff; ensures proper formatting, layout, content and accuracy of all documents and distributes requests for infor-mation, tracks progress and takes initiative to ensure matters pending response are completed in a timely manner. The incumbent researches travel options and coordinates travel arrangements including local, statewide and national travel for day trips, overnight travel and extended travel; develops itineraries, documents for travel related meetings, and any needed agendas; works closely with the chief of staff to research and implement delegations of authority and sub-delegations of authority pertaining to the division of administrative affairs; keeps informed on a broad range of policies, procedures and regulations and briefs the vice president and chief of staff in advance of meetings. The incumbent maintains a comprehensive electronic office filing system; regularly involves in communications that may affect bargaining unit conditions, negotiations, and/or grievances; opens, and or monitors all confidential mail or emails received by the vice president or chief of staff, compiles existing data, sends and scans documents and screens calls for the vice president and the chief of staff, and responds independently when possible. The incumbent functions as a liaison for the Vice President and chief of staff and communicates on behalf of them with a wide range of individuals and groups, including: the University President, vice presidents, associate vice presidents, chief of police, deans, associate deans, Academic Senate, Associated Students, Inc. (ASI), Cal Poly Pomona Foundation (FDN), students, faculty, staff, alumni, CSU Chancellor's Office, professional associations, government officials, community leaders, and the general public; oversees overall operations of the office of the vice president for administrative affairs and contributes to a welcoming environment; manages the flow of information and documents in the office; tracks the receipts, progress, responses and fulfills requests for review and signature and manages information of a highly sensitive nature while maintaining confidentiality and exercising sound judgment. The incumbent provides State and Foundation administrative affairs budget assistance; reconciles accounts, coordinates budget transfers for various accounts and monitors posted transactions for accuracy; monitors usage of department credit cards and processes monthly balance/summary reports; orders all supplies, conducts inventory to ensures adequate supplies are available at all times and initiates purchase orders, maintains equipment maintenance contracts, and advises the chief of staff of budget transfers or increases related to contracts and purchase orders. The incumbent works independently on special projects assigned by the chief of staff including, but not limited to, campus activities and events, meetings, and onboarding of new staff; schedules meets with vendors to evaluate and recommend various products and services for the department and demonstrates proficiency in technical support; creates and maintains the vice president's office digital signage and updates the vice president's office website. The incumbent researches various topics and needs related to the operations of the vice president's office; provides recommendations and guidance related to operational issues based on knowledge and expertise of department and university policies, procedures and operations and performs other duties as assigned.
Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position; AND three (3) years of administrative experience in a role as an executive administrative assistant that will enable incumbent to successfully perform the functions of this position. Must have a basic foundation of knowledge of the principles of organization, administration and management; and the ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports. Basic knowledge of research techniques and statistical methods. Ability to interpret and apply specific operating policies and procedures. Ability to work independently and possess the experience to be fully proficient in performing work assignments. Ability to accurately maintain and track budgets and provide forecasts. Demonstrate competence in inde-pendently applying judgment in nonstandard applications and systems, ability to solve a wide range of problems, developing practicable and thorough solutions. Possess effective communication and listening skills. Ability to multi-task between various projects, meetings, and schedules all at once.
Work experience in a higher education environment, preferably in a vice president's or dean's office is preferred.
A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status.
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. 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, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: http://dsa.cpp.edu/police/securityreport.asp
Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information.