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Assistant to the Dean (Administrative Support Coordinator II), Palm Desert Campus

Apply now Job no: 513518
Work type: Staff
Location: San Bernardino - Palm Desert Campus
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

 Title: California State University San Bernardino logo - Description: Blue mountain image above California State University San Bernardino logo

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 Palm Desert Campus of CSUSB is an inspiring community of students, faculty and staff. We are a leader in higher education, driving a positive change not only in our students, but in our local and global communities.

Job Summary

The Palm Desert campus of CSUSB is offering an opportunity to serve as the executive assistant to the Dean of the Palm Desert Campus. Under the direct supervision of the Dean and while maintaining high levels of confidentiality, the incumbent will oversee operations and communications of the dean’s office to ensure both professional and efficient. We offer a competitive salary and benefits package and a friendly, collaborative work environment.

Responsibilities include, but are not limited to:

General Duties: 

  • Serve as the executive assistant to the Dean of the Palm Desert Campus (PDC) maintaining high levels of confidentiality, responsible for the operations and communications of the dean’s office, provide professional, effective and efficient administrative duties of the dean’s office, provide pro-active notification of upcoming deadlines relating to the submission of reports, plans, appointments, promotions, and meetings, utilize independent decision making and maintain observance of office protocol and procedures as associated with the Dean's position while welcoming visitors with a professional service-oriented presence and attitude.
  • Oversees all communications to and from the dean’s office and provide programmatic and administrative support for the dean including support for planning and scheduling meetings, conferences, small to medium size events, prepares agenda, secures facilities and catering/hospitality preparing appropriate approvals and payments/reimbursements, submit and reconcile authorizations for the Dean’s philanthropic card.
  • Maintain an efficient filing system while continually monitoring progress of outstanding matters.
  • Assist the dean to plan Administrative Leadership Team (ALT), PDC Operations Members (POM), PDC staff, PDC annual leadership retreat and other meetings hosted by the dean.
  • Maintain access and a thorough understanding on the use of Enrollment Management System (EMS), Common Financial System (CFS) and Data Warehouse (DW).
  • The incumbent will handle confidential content, documents, and personnel matters checking details of documents and brief the Dean prior to signing off.
  • Maintain a working knowledge of functions of the Palm Desert campus and will apply knowledge of all policies and procedures related to the campus and University.
  • Act as a liaison with students and refer inquiries to the appropriate areas.
  • Receive mail, advising on and track responses on behalf of the Dean.
  • Receive incoming information, reports, meeting agendas, and various publications and determine priority of attention or divert to other faculty/staff/offices where appropriate.
  • The incumbent will also provide staff support during engagements outside of the regular office hours including convocation, commencement, other ceremonies and events.
  • Order and pick up Service Awards, Employee Recognition awards and other awards as needed.
  • Serves on committees, task forces and various initiatives at the Academic Affairs and University level as assigned.
  • Prepare the agenda and attend the ALT meetings, take and distribute the notes, other assigned meetings as needed.

Dean’s Calendar

  • Dean’s calendar appointment management.
  • Coordinating and facilitating a large volume of meetings and appointments with due regard to commitment and priorities.
  • Coordinate and schedule travel for the dean, including reserving flights, hotels and ground transportation, process and monitor travel claims in Concur.
  • Develop a schedule of meetings with the follow-through, book conferences and maintain an active procard for processing registrations and other purchases as requested by the dean.
  • The incumbent will prepare, arrange, and coordinate various meetings on behalf of the Dean, bring forward accurate preparations and confirm accuracy of documents needed for meetings.

Campus and Community Communications

  • The incumbent will liaise, develop and maintain on-going communication with all levels of university administrators, general faculty, and staff within the campus and University, the public and government, professional community organizations, PDC Advancement Board and officials.
  • in all contacts with the office of the Dean.
  • Interface with ALT members, staff, campus constituents on information flow needed to maintain an efficient dean’s office
  • Interface with external stakeholders, particularly, the PDC Advancement Board.
  • Receive and screen telephone calls and visitors, determining the priority of response required according to the availability and commitments of the Dean.

Project Coordination

  • Maintain PDC project deadlines, maintain PDC Dean’s office projects, draft various correspondence, reports, and college news items within agreed policy guidelines on behalf of the dean and PDC.
  • Research issues briefing the Dean and/or suggesting appropriate course of action.

Other

  • Perform all other job-related duties as assigned.

 

 

Employment Status: Full-time, Non-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

  • Excellent communication and interpersonal skills (including being a good listener) to interact and communicate effectively with faculty, staff, students, and external constituencies, both verbally and in writing.
  • General working knowledge of applicable University infrastructure, policies, and procedures.
  • Thorough knowledge of English grammar, punctuation, and spelling.
  • knowledge of office methods, procedures, and practices;
  • experience to be proficient in performing most or all work assignments; fluency in using standard office software packages;
  • the ability to apply independently in a wide variety of policies and procedures where specific guidelines may not exist;
  • the ability to respond to all inquiries and requests related to the School;
  • the ability to perform standard arithmetic functions of a transactional nature including tracking and comparing data;
  • the ability to handle effectively front- line contacts with a variety of campuses and community individuals requiring active program solving and effective interpersonal skills;
  • demonstrated competence in effectively presenting standard information in writing; demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions;
  • the ability to draft and compose correspondence and standard reports; and expertise in using MS office software packages.
  • Ability to use high-level discretion and maintain a high level of confidentiality in handling problems of a sensitive nature and security of confidential records.
  • Working knowledge of applicable state and federal employment and education laws and regulations.
  • Working knowledge of and ability to operate standard office equipment and technology including, but not limited to, desktop computer, laptop, copier, fax machine, scanner, and printer.
  • Demonstrated proficiency in ability to effectively use common computer and technology programs and related computer software packages (e.g., Microsoft Office Suite, Zoom, etc.) in the course of assigned duties.

Education and Experience

  • High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
  • Valid California Drivers License and Insurance.

 

Preferred Qualification

  • Experience working in higher education and working with college-aged students.

Salary:

Anticipated Hiring Range: $3,440 - $5,639 per month

Classification Salary Range: $3,440-$5,692 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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