Executive Assistant

California State University Stanislaus - Turlock, CA4.5

Full-time
Under the general supervision of the Senior Associate Vice President of Human Resources, Equal Opportunity, and Compliance (HREOC), this position is primarily
responsible for providing day-to-day administrative support to the Snr. AVP and the Director of Human Resources. The incumbent will independently perform duties associated with general
operations oversight and lead direction to front office administrative support staff & student employees. This position will perform work of a confidential nature in support of developing
management positions with regard to meet and confer, collective bargaining and responding to grievances/complaints. Duties include but are not limited to:
Maintain the highest level of integrity and confidentiality in the preparation of sensitive and highly confidential communication, including summary reviews prepared by the Snr. AVP as

the President’s designee.
Maintain confidential personnel files, absence reports, and other employment records for the HR department. Maintain Human Resources budget and financial resources records.
Responsible for the initiation, analysis, review, reporting, budget problem solving, and recommendations.
Oversee and approve department expenditures for Human Resources budget. Prepare and coordinate the mid-year budget review and annual budget reports.
Provide administrative clerical/secretarial support to the Snr. AVP and the Director in a confidential setting, managing and scheduling the business calendars and independently

resolving routine questions and or issues.
Provide administrative support and perform all duties assigned with initiative and good judgment, independent action, complete confidentiality, and comprehensive and detailed

knowledge about a variety of university-wide policies and programs.
Receive, screen, and direct phone calls and visitors coming to the office as needed.
Maintain current data on manuals and HR policies and procedures.
Coordinate the Snr. AVP and Director’s attendance at professional and business-related events. Independently handle all travel arrangements for the Snr. AVP and Director in a

complete and comprehensive fashion, including reservations, accommodations, etc. and complete the attendant travel vouchers and final reports associated with this activity.
Provide administrative support to the Snr. AVP and Director in response and resolution of confidential grievances.
Maintain all correspondence for the Snr. AVP and Director relating to confidential HEERA negotiations and any employer-employee relations information with respect to management

bargaining positions. This includes the filing of the collective bargaining information and emails pertaining to the collective bargaining process.
Type various forms such as purchase requisitions, stores orders, facilities’ requests and work orders; do inventory of office and equipment supplies and process as needed.
Edit correspondence and coordinate department responses to Chancellor’s office and/or technical letter or contract issues.
Respond to questions (e.g. in-person, written, or verbal) regarding University and Human Resources Programs. Screen, handle or refer requests independently.
Assist with Labor Council logistics – set up meeting schedule for fiscal year; send out email request for agenda items each month; finalize agenda & notes for meetings.
Distribute collective bargaining materials, salary schedules, contracts via email, etc. Assist with MPP workshops & training and logistics.
Responsible for overseeing day-to-day operations and provide direction for 1-2 student employees.
Troubleshoot office operation needs such as: equipment malfunctions, ensure minimum downtime in productivity, systems updating & installation logistics.
Train and establish work priorities for staff.
As needed, may be involved in meetings where meet and confer information is discussed. Establish and maintain highly confidential files and related materials to include meet and

confer information.
Facilitate weekly team meetings to maintain open communication and to address and resolve office operational issues.
Hire and train student assistants. Provide oversight and ownership of all personnel files/admin & retention schedule.
Provide back-up to front desk/guidance for walk in visitors and telephone calls. Provide back up support for the Snr. AVP and Director’s confidential functions.
Assist the Snr. AVP and the Director in preparing documents that contain information such as recommendations for inclusion in future collective bargaining contracts.
Update Forms as needed. Coordinate staff elections for President’s Executive Cabinet. As needed, assist with processing employee verifications of employment.
Coordinate event logistics such as: all staff meeting requested by the Snr. AVP, Director, or the President.
Coordinate dissemination of all campus-wide communication from Human Resources. Other duties or projects as assigned.

MINIMUM QUALIFICATIONS:
Education: Completion of high school diploma or its equivalent.
Experience: Minimum of three years of full-time equivalent progressively secretarial/clerical support experience that has provided the knowledge and ability to perform work relatively

independently and fully proficient in most or all work assignments.

PREFERRED QUALIFICATIONS:
At least one (1) year lead/supervisor experience.
Experience in working with HR CMS database systems.
Experience in a public sector or human resources environment highly desirable.
Experience in Public Records Act/HEERA productions.
Experience with subpoena productions.
Working knowledge of operational and fiscal analysis and techniques. Working knowledge of budget policies and procedures.

SPECIALIZED KNOWLEDGE, SKILLS, AND ABILITIES:
Strong organizational skills and customer service, team-oriented collaborative work style approach in carrying out assignments.
Strong interpersonal skills and ability to work in harmony with a wide range of campus and CSU system personnel, to engender trust, and to serve as a member of a larger team whose

purpose is to advance the mission of CSU Stanislaus.
Ability to effectively provide lead direction to office support staff, train, and effectively prioritize work assignments to ensure timely completion.
Ability to handle highly sensitive materials and situations, to include confidential files, and consistently using oral and listening skills.
Ability to maintain strict confidentiality and to exercise considerable discretion, diplomacy, and good judgement.
Ability to plan and organize multiple tasks and prioritize work, including setting and meeting deadlines.
Demonstrated technical literacy with standard office computers, including proficiency with Word, Excel, PowerPoint, electronic mail, electronic scheduling, and internet communication

software.
Ability to draft and compose written correspondence and reports with sufficient knowledge of English grammar, punctuation, and spelling, including good proofreading and editing skills,

at a level required for this position.
Demonstrated ability to work relatively independently and apply good judgment in solving a wide range of problems, developing practical and thorough solutions.
Demonstrated ability to communicate clearly and effectively, both orally and in writing, consistently using effective listening skills.
Ability to maintain composure and tact during high stress situations and under heavy workload, with conflicting priorities, frequent interruptions, and other demands.
Demonstrated ability to initiate necessary actions, remain flexible, coordinate many activities simultaneously, and handle requests expeditiously using appropriate, mature judgment.
Ability to effectively handle multiple/changing priorities in a sometimes stressful environment while adhering to deadlines.

www.csustan.edu/HR

SALARY RANGE: $2,731 - $5,683 per month plus excellent paid benefits. (Anticipated salary will be $2,731 - $3,004 per month, depending on the qualifications of the successful finalist.)
The California State University offers a premium benefit package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program;
membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.

APPLICATION DEADLINE: MARCH 29, 2019

APPLICATION PROCEDURE: To be considered, qualified candidates must submit a completed CSUS employment application (download electronic application at
http://www.csustan.edu/hr/Employment_Opportunities/Staff/index.html), cover letter, and resumé to:
California State University, Stanislaus Human Resources Department
Mary Stuart Rogers Educational Services Gateway Building, Suite 320 (3rd Floor)

One University Circle Turlock, CA 95382
For questions, please contact: Ms. Christina Freitas (209) 667-3352
Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional
licenses, and sex offender registries, as position requires) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals
disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued
employment of a current CSU employee who was conditionally offered the position.

Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922
voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your
response will not be shared with the search committee) at: https://www.dol.gov/ofccp/regs/compliance/sec503/Self_ID_Forms/VoluntarySelf-ID_CC-305_ENG_JRF_QA_508c.pdf.

THE INDIVIDUALS WHO APPEAR TO BE THE BEST QUALIFIED FOR THIS POSITION WILL BE CONTACTED BY TELEPHONE FOR AN INTERVIEW

PURSUANT TO THE JEANNE CLERY DISCLOSURE OF CAMPUS SECURITY POLICY AND CAMPUS CRIME STATISTICS ACT, THE ANNUAL SECURITY REPORT (ASR), IS NOW AVAILABLE
FOR VIEWING AT HTTPS://WWW.CSUSTAN.EDU/ANNUAL-CAMPUS-SECURITY-REPORT. THE ASR CONTAINS THE CURRENT SECURITY AND SAFETY-RELATED POLICY STATEMENTS,
EMERGENCY PREPAREDNESS AND EVACUATION INFORMATION, CRIME PREVENTION AND SEXUAL ASSAULT PREVENTION INFORMATION, AND DRUG AND ALCOHOL PREVENTION
PROGRAMMING. THE ASR ALSO CONTAINS STATISTICS OF CLERY ACT CRIMES FOR STANISLAUS STATE FOR THE PREVIOUS THREE YEARS. A PAPER COPY OF THE ASR IS AVAILABLE
UPON REQUEST BY CONTACTING THE OFFICE OF THE CLERY DIRECTOR LOCATED AT ONE UNIVERSITY CIRCLE, TURLOCK, CA 95382, OR BY CALLING 209-667-3572.

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. ALL QUALIFIED INDIVIDUALS ARE ENCOURAGED TO APPLY. CSU STANISLAUS HIRES ONLY INDIVIDUALS LAWFULLY
AUTHORIZED TO WORK IN THE UNITED STATES. 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 SET FORTH IN CSU EXECUTIVE ORDER 1083, REVISED 7/21/17, AS A CONDITION OF
EMPLOYMENT.
INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE