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Executive Assistant to the Vice President Information Technology (Admin I)

Employer
California State University at Dominguez Hills
Location
Dominguez Hills
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Job no: 511439
Work type: Management (MPP)
Location: Dominguez Hills
Categories: MPP, Administrative, At-Will, Full Time

Position Information

This is a full-time management (MPP) position. MPP employees serve at the pleasure of the campus President. MPPs do not serve a probationary period and never receive permanent status.

Conditions of Employment

Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

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 CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.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.

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.

The California State University (CSU) is committed to safeguarding the health and well-being of our students, faculty, staff, administrators, and the communities we serve, as well as maintaining higher education access and attainment for our students, as such, we embrace a comprehensive strategy designed to reduce the likelihood of transmission of the COVID-19 virus. The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption if eligible. Any candidate advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at CSU Vaccination Policy. Questions about the COVID-19 Vaccination Policy may be sent to [email protected].

Application Deadline & Salary Information

Review of applications will begin Monday, March 14, 2022, and the position will remain Open Until Filled.

Salary is commensurate with experience.

Major Duties

Under general supervision of the Vice President for Information Technology/CIO the Executive Assistant to the Vice President for Information Technology/CIO with a dotted line report into the central I.T. Administration unit is responsible for a variety of administrative, technical, and analytical duties of limited to moderate complexity which includes but is not limited to: heavy calendaring, organizing the Vice President's time and work, developing committee structures and business processes, evaluating and synthesizing information from multiple sources, and providing feedback to the VPIT on courses of action. The position sets internal committee agendas and tracks follow-through from various committees and meetings. The incumbent handles significant and sensitive information in drafting and tracking correspondence for the VP/CIO. In the absence of the HR Liaison, the Executive Assistant to the Vice President provides continuity of routine human resources processes such as recruitment, timekeeping, and eFAST processing. As a member of the reception team in the Office of the Vice President, the incumbent has an understanding of campus operations, goals, and values, and a consistently high level of professionalism. The incumbent will serve as the primary contact to both internal and external constituents. The Executive Assistant to the Vice President plans and executes day-to-day administrative functions with full accountability for work and a moderate degree of autonomy. The incumbent is responsible for working with a diverse population and workforce and being service-oriented; establishing and maintaining cooperative working relationships; working effectively both independently and as part of a team; and prioritizing and performing all work efficiently and effectively.

Qualifications

Required Education and Experience:

A bachelor's degree from an accredited institution with a foundational knowledge of the principles of organization, administration, and management to include at least two (2) to five (5) years of progressively responsible administrative experience supporting executive-level administrators and handling highly sensitive and confidential matters.

Preferred Qualifications:

Preferred Education: Degree in communications, business administration or public administration.
Preferred Experience: Previous experience working in an I.T. environment. Previous experience supporting a C-Suite executive. At least 2 years of experience using CFS and PeopleSoft applications.

Required Knowledge, Skills, and Abilities:

Knowledge of:

  • higher education in the public sector;
  • correct English grammar, spelling, and punctuation;
  • routine office software;
  • project management and project cycles

Ability to:

  • perform standard business mathematical functions, including tracking and comparing data;
  • establish and maintain effective working relationships, and handle sensitive and confidential situations;
  • interpret and apply policies and procedures independently, and make sound recommendations;
  • synthesize, summarize, and evaluate information from multiple sources and perspectives;
  • communicate effectively both in writing and orally;
  • understand complex business processes, and improve on them;
  • handle multiple work unit priorities and projects with little supervision.
  • Act with discretion and independent judgment to maintain confidentiality with respect to committee discussions, Cabinet discussion items, etc.
  • demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.

Skill in:

  • using Outlook, Excel, Word, and PowerPoint;
  • learning unfamiliar or specialized software such as OneNote and Wrike;
  • reasoning quantitatively and ethically, and understanding and communicating such reasoning in written and spoken English;
  • administrative organization, calendar maintenance, planning meetings, and events;
  • interpersonal relations, teamwork and team-building, and customer service;
  • developing solutions to complex problems in unique and innovative ways
  • analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports.
  • Advanced organizational and problem-solving skills to coordinate requests and incidents, including determining priorities and allocating tasks with highly sensitive and confidential data

Certification: Valid Driver License

Responsibilities

70% Executive Administrative Operations

• Provide high-level administrative support to the Vice President/CIO regarding university matters of a highly confidential nature, often relating to emergencies or time-sensitive information, requiring the highest level of confidentiality. May be called upon to do so after hours. • Manage planning and materials needed for complex meetings and conferences. Prepare briefing materials for Vice President in preparation for various meetings and committees. Serves as the liaison with the Office of the President. Provide background information as appropriate to university leadership. Problem solves and manages the flow of information within the Vice President’s Office. Plan and execute large-scale, complex projects with a broad, visible impact that involves coordination with other departments/ divisions. • Coordinate and expedite the completion of tasks/projects required between the Vice President and I.T. Leadership, other campus departments, divisions, Chancellor’s Office, and off-campus agencies using internal project management/task tools such as Microsoft To-Do, OneNote, Wrike, etc. Prioritizes conflicting needs and coordinates analysis, research, and responses to matters expeditiously, proactively and follows through on projects to successful completion, often under the pressure of a deadline. • Evaluate and synthesize information from multiple sources and stakeholders to develop recommended courses of action. • Organize agendas, communicate with committee members, and maintain minutes for various committees and meetings such as Technology Advisory Committee, Tech Town Halls, I.T. Cabinet, I.T. Council Meetings, and others. Collect I.T. agenda items to present at Academic Senate, Team Toro Lunch Meeting with ASI, Executive Leadership, and others. • Manage the Vice President’s calendar, scheduling or rescheduling meetings, and handling relevant logistics and follow-up. • Organize VP’s daily digests ensuring appropriate agenda items, meeting location details, and up-to-date information in preparation for their daily calendar. • Organize the executives’ travel, purchasing, and expense claims. • Monitor executives’ expenditures and financial transactions. Run data warehouse reports, review, and provide recommendations for budget requests based on changing needs. • Facilitate various campus financial and/or business procedures while ensuring compliance with relevant campus and CSU policies and financial standards, including reconciling monthly PCard statements, processing requisitions, direct pay forms, etc. • Backup for IT HR Liaison. Processing HR documents such as eFASTs, POIs, recruitment files, and payroll timekeeping. Ensuring policies and procedures related to HR and Payroll are followed. • Ensure set deadlines are met, following up on action items with responsible individuals and/or departments. • Coordinates logistics related to various meetings with external constituents, office functions, meetings, and special events. • Establish, maintain, and update business processes and workflow, and document business practices for transparency and succession planning. • Greets and directs visitors to the office, receiving telephone calls and correspondence, independently applying judgment and discretion, and making appropriate referrals for action to the appropriate individual and/or area, as needed. • Responsible for maintenance of files; research of campus, CSU, and other policies and procedures; completes and transmits sensitive correspondence including typing and filing grievance communications; ensure the confidentiality of material of a sensitive nature, and provides other general administrative secretarial support. • Serves as liaison between the VP, the Leadership Team, and departments • Communicate pertinent information between the VP IT suggesting courses of action using discretion and initiative. • Interacts with stakeholders, assists with sending correspondence, and works with department staff to provide content for periodic internal communications. • Continuously update disaster recovery materials on behalf of VPIT. • Assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of Information Technology. • Serve as staff support to various executive recruitments and search committees

20% Event Planning • Organize division-wide events, including but not limited to I.T. All Staff meetings, Tech Days, IT Town Halls, New Employee Luncheon, and holiday events. Serves as chair for the I.T. Events and Recognition Committee. • Develop an internal staff recognition program. This includes developing a committee, recognition criteria, and event logistics. • Drafts budgets for events • Reserve rooms; make facility arrangements related to set up, audio/visual requirements, and other necessary equipment, as needed • Coordinate refreshments for events including requesting quotes and processing hospitality requests • Assist with print and web marketing materials; schedule print work with University Print Shop • Point of contact for event RSVPs

10% Backup support to Division Operations • Provides backup administrative support to I.T. Division leadership, as needed. • Other duties as assigned.

Closing Statement

California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce.

California State University Dominguez Hills 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. For more information or definition of these terms, please visit:

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771.

Clery Act crime statistics for CSUDH are available at https://www.csudh.edu/dhpd/clery/crime-stats/ , or by calling University Police at (310) 243-3639. Upon appointment, all candidates must furnish proof of eligibility to work in the U.S.

The California State University is Smoke and Tobacco Free. Smoking, Vaping and other Tobacco use are Not Permitted anywhere on University property. Education Code 42356, CCR Title 5, Article 9

Advertised: 28 Feb 2022 Pacific Standard Time
Applications close: Open until filled

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