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Executive Assistant to VP for Human Resources (Confidential Administrative Support II), Human Resources

Apply now Job no: 511675
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Confidential, Administrative, Probationary, Full Time

 

About CSUSB

 

California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.

At CSUSB, you can:

  • Build your future
  • Work with the best
  • Be your authentic self
  • Focus on you
  • Make a lasting impact
  • Work for a purpose that is greater than your own
  • Bring everything you are, become everything you want

 

Department Summary

The Human Resource Department, through its embodiment of the University’s strategic and operational goals, supports students, faculty, and staff by providing innovative, transformational, and inclusive services and programs.

Job Summary

Under the general lead work direction of the Vice President for Human Resources (“VP”), the incumbent will provide high-level senior administrative support to the Vice President by conducting research, preparing statistical and budget reports, handling information requests, and performing senior level clerical functions such as preparing policy correspondence, receiving executive visitors, arranging conference calls, providing leadership to lower level administrative staff and scheduling highly confidential executive meetings. The incumbent will monitor the progress of projects and assignments, including research and preparation of responses, and will ensure the accuracy and timely submittal of all projects.

Under the guidance of the VP of Human Resources, the incumbent will review the status of all projects to determine planning strategy. The incumbent provides leadership and on-site lead work direction of for assigned administrative assistant positions such as designing, implementing, and evaluating administrative systems to support the organization’s operations; advising on policy and procedures related to finance, budgets, personnel, and related operational functions to meet program needs and goals. Creates records and generates minutes for various highly confidential meetings and projects; participates in the process of improving the operations systems, processes and policies in support of the Institute's mission. The Executive Assistant exercises discretion and independent judgment in matters of importance and ensures the general operations of the Executive Office are functioning to maximum capacity and high level of confidentiality. The incumbent may supervise at least one (1) staff member and will administer performance evaluations for those under the incumbent's supervision. Will be responsible for the organization and coordination of office operations, procedures, and resources to facilitate effectiveness and efficiency for the Office of the Human Resources.

The successful candidate must be proactive, possessing the ability to stay several steps ahead in anticipating the needs of the VP and reporting departments. The position requires a highly qualified individual that possesses the skills, knowledge, capabilities and also demonstrates the demeanor and tact of a highly professional Executive Assistant and has a demonstrated record of accomplishment having served in a role supporting executive level leadership. Incumbent must have true commitment to the advancement of diversity, inclusion and equity and must demonstrate the desire to work with diverse groups of individuals across the university community.  Interpersonal contacts are varied, often at the higher level, and tend to involve a broad range of problem-solving activities and recommending resourceful solutions.

 

Employment Status: Full-time, Exempt, Probationary with the possibility of converting to permanent.

Application Review Deadline: This position will remain open until filled. Applications will be reviewed beginning May 20, 2022.

Work Schedule

Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.

Key Qualifications

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, including excellent written and verbal skills, able to create draft communications for executive review and approval; ability to write memos and letters, and prepare reports and information for distribution.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Expert level written and verbal communication skills.
  • Demonstrated proactive approaches to problem solving with strong decision-making capability.
  • Emotional maturity.
  • Highly resourceful team player, with the ability to also be extremely effective independently; able to handle a variety of personalities with multiple demands with constantly changing priorities and schedules in a high-pressure, dynamic work environment.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Experience in managing and handling executive-level travel.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.
  • Must demonstrate commitment of the advancement of diversity and inclusion, including experience with working with a diverse group of people in different settings/environments.
  • Advanced computer-based skills to maintain company records, set up filing systems or digitally manage daily operations for conducting market research for statistical reports.
  • Managing or training lower-level administrative staff. Strong people skills are necessary for interacting with campus executives. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, students, and faculty.
  • Maintaining strict confidentiality regarding sensitive information and topics within Human Resources and executive level meetings; Demonstrated ability to manage confidential information; exercise good judgment and take initiative as needed. Possess excellent organizational and time management skills. Assist the vice president by preparing for internal/external meetings, donor visits and travel, which requires the ability to anticipate and foresee essential, requisite materials and research necessary for donor visits, strategy meetings, and travel arrangements.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Education and Experience

  • A bachelor's degree required and five (5) or more years of increasingly responsible, administrative or clerical experience in executive level support with a high degree of supervisory skills. 
  • A valid and appropriate California driver’s license and an acceptable driving record. 

 

Preferred Qualifications

  • A Master's or advanced degree in a related field preferred.
  • At least three years of Human Resources Experience in a unionized higher education institution or public agency is highly desirable.
  • Human resources, employee and/or labor relations experience in a higher education and/or public agency setting preferred.
  • Experience in higher education. 

Salary

Anticipated Hiring Range: $4,464 - $5,305 per month 

Classification Salary Range: $4,464 - $9,514 per month 

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 a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

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 as a condition of employment.

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.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter.  Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html

This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)

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