Executive Assistant

Executive Assistant

Job No: 518472
Work Type: Staff
Location: Maritime Academy

Working Title: Executive Assistant

Classification Title: Confidential Office Support III

Department Name: VP Administration and Finance

Time Base: Full-time

Pay Plan: 12 month

Bargaining Unit:C99, Confidential

Employment Type: Probationary/Permanent

Salary Range: Hiring salary is anticipated at $4,584 - $5,417 per month commensurate with education and experience

Benefits: Premium benefit package includes outstanding health, dental, and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.

Application Deadline: Open until filled. A review of applications will begin Wednesday, September 21, 2022 and the review period may end at any time thereafter.

Position Summary:

Reporting to the Vice President, and with limited supervision, the executive assistant provides highly complex administrative office support for the Chief Financial Officer & Vice President for Administration & Finance (Vice President). The executive assistant works independently to perform highly complex administrative and analytical functions of a highly sensitive and confidential nature requiring access to a variety of sources of information, including personnel matters, grievances, management strategies, and progress reports of campus programs and projects. Responsible for the maintenance of the division administrative policies, procedures, and official records and correspondence. The executive assistant will exercise good judgment, discretion, and professionalism always, balances complex priorities and deadlines.

The executive assistant proceeds on own initiative and be self-directed while complying with policies, practices, and procedures, acts independently and exercises professionalism. The executive assistant will be requested to perform general operations on behalf of the Vice President. The executive assistant also serves as a key contact for communication within the division, across campus offices, with the Chancellor's Office and external constituents. In addition to supporting the Vice President, the executive assistant provides administrative and analytical support to a complex and diverse division, this includes providing administrative support to the senior management and direct reports of the Vice President. The objective of this position is to ensure the delivery of the highest level of services by the Administration & Finance.

About the California State University Maritime Academy:

Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.

Cal Maritime offers seven baccalaureate degrees in Business Administration, Global Studies and Maritime Affairs, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering, Marine Transportation, and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard, and naval reserve officers. Cal Maritime also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.

Major Responsibilities:

Confidential Administrative Support

• Acts as the confidential support to the CFO & Vice President for Administration and Finance. Maintains calendar, schedule, and files. Coordinate meetings, assembles background materials as appropriate, prepares information for Vice President meetings.
• Provides direct administrative support to the Vice President, including managing the VP's calendar, receipt, and review of highly confidential and sensitive correspondence and other communications.
• Independently prepares draft-form memos and modifies to final form, as appropriate.
• Facilitate the smooth and efficient operation of the Vice President's office and Administration & Finance division.
• Determine which inquiries and items received by the division should be brought to the attention of the Vice President and which should be routed to other individuals and offices.
• Responsible for the organization and maintenance of Administration and Finance division administrative policies and official records and correspondence.
• Serve as the primary coordinator for all the web content groups in Administration and Finance and is directly responsible for all web content division policies and procedures.
• Manages and coordinates sensitive administrative tasks associated with budget, human resources (personnel matters, collective bargaining), legal counsel and outside constituents.
• Oversees division-wide personnel transactions and alerts Vice President of potential concerns.

Office and Division Coordination/Management

• Coordinates the daily operations of the Vice President's office, including screening incoming calls and greeting visitors as well as responding to email inquiries.
• Serves as office's primary and division contact for various matters and responding to questions and analyzing problems for the Administration & Finance division.
• Manages priorities, responds to requests for the Vice President. Acting in a very independent manner.
• Establishes and maintains office policies and procedures.
• Work with the Vice President during campus emergencies and appropriate campus emergency personnel.
• Coordinate and manage projects for the Vice President and the Administration & Finance division.
• Using a high level of judgement & decision making, analyze materials and situations, making recommendations to the Vice President.
• Participate in management meetings as a business partner, taking notes for the Vice President, organizing data, and making recommendations, as appropriate.
• Reviews and ensures accuracy for monthly direct report's attendance through absence management.
• Represents the office of the Vice President in collaboration with the offices of the president, other Vice Presidents, campus departments, chancellor's office, and the general-public.
• Review and process all reimbursement requests that Vice President is required to approve. Reimbursements may include, but not limited to, travel reimbursements, invoices, or other forms of payment or reimbursements, that may originate from multiple campus departments, this includes Administration & Finance division.

Communication

• Compose, proofread, and edit confidential correspondence of a complex nature (reports, letters, campus wide emails, etc.) on behalf of the Vice President and the division's senior management team; may also initiate correspondence in support of division initiatives.
• Produce and distributes division communication or newsletter which includes research and writing articles, edit articles for accuracy, image research and editing.
• Responsible for coordinating and updating the Administration & Finance website.
• Prepare and/or edit then distribute communications on behalf of the Vice President and others as requested.
• Basic troubleshooting of IT for office and online meetings.

Financial Support, Reporting, Research Analysis, and Event Management

• Manage the office budgets, research, and resolve account discrepancies, authorizes expenditures via Vice President.
• Reconcile office accounts, credit card statements, coordinates/processes office travel and payroll, maintains office supplies and files.
• Provides monthly and ad hoc financial reports as needed.
• Processes invoices through campus payment process.
• Requisition processing for purchase of goods and services, some of which include contract agreements.
• Coordinates and processes travel planning including pre-approval, logistics and reimbursements.
• Interpret and implement university and Chancellor's Office policies, especially those related to delegation of authority files for the university.
• Assist, coordinate, manage all division events.

Required Qualifications:

• These entry qualifications normally would be obtained through completion of a high school program or its equivalent and a year or more of general office experience.
• Ability to maintain strict confidentiality and appropriately handle sensitive communications with employees and external agencies.
• Knowledge of and ability to apply standard theories, principles, practices, and techniques to develop conclusions and make recommendations.
• Ability to work professionally with representatives from public and private entities and handle potentially sensitive situations.
• Ability to understand problems from a broad, interactive perspective and ability to develop solutions that combine information and ideas in new ways.
• Excellent written and oral communication skills. Ability to effectively compose, edit, and appropriately format correspondence and reports.
• Excellent analytical, customer service, public relations, and networking skills.
• Ability to handle multiple work priorities in a timely manner, initiating, organizing, planning, and implementing work and projects.
• Ability to work collaboratively with colleagues in other units and senior management reporting to the Vice President.
• Ability to perform accurately in a detail-oriented environment.
• Ability to maintain and effectively communicate with high-level and diverse contacts within the university system and with outside entities and agencies.
• Knowledge of operational and fiscal analysis and techniques.
• Knowledge of standard office software applications, such as Office 365, Word, Excel, and PowerPoint.
• Ability to effectively use application information systems and application in analysis, research, and reporting activities and projects.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications.
• Ability to anticipate problems and address them proactively.
• Ability to effectively interpret, organize and present information and ideas in written or presentation form.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Ability to plan and manage multiple and ongoing events and projects.
• Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
• Ability to set own priorities, perform consistently, organize and plan work and projects; make decisions independently and complete duties accurately with little or no supervision.
• Working knowledge of maintaining division website.
• Working knowledge and application of PeopleSoft/Oracle HR and Finance Systems, and other administrative and information technologies (zoom, teams, web, etc.)

Preferred Qualifications:

• Bachelor's degree in any discipline
• Four or more years' experience working in a higher education executive support position
• Microsoft Office
• Adobe Acrobat
• PeopleSoft software experience
• Concur Travel software
• IT Liaison
• CHRS Recruiting Liaison (used by CSU system)
• Website management

Special Conditions:

Physical, Mental and Environmental Conditions: Involves mainly sitting; walking and standing is minimal; involves lifting lightweight objects limited to 15 pounds.

Background Check: Satisfactory completion of a background check (including a criminal records check) 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.

Designated Position: This position is a “designated position” in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Eligibility to Work: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

EEO Statement: Cal Maritime 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, covered veteran status, or any other protected status. Reasonable Accommodations will be provided to applicants with qualifying disabilities who self-disclose by contacting the Benefits Coordinator at (707) 654-1146.

Application Procedure: Click "APPLY NOW" to complete the Cal Maritime Online Employment Application and attach the following documents: cover letter and resume.

Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed.


To apply, visit https://careers.pageuppeople.com/873/ma/en-us/job/518472/executive-assistant







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