Job no: 519478
Work type: Staff
Location: Dominguez Hills
Categories: Confidential, Administrative, Probationary, Full Time

Executive Support Coordinator – Office of the President

Classification Title: Confidential Office Support II

Classification Salary Range: $3,432 - $6,081 monthly.

About the Department/Position:

The Office of the President positions CSUDH among the top ten public urban universities in the country through the implementation of strategic initiatives, supporting the institutional infrastructure, improving service delivery systems, recruiting qualified faculty and support personnel, and ensuring quality instructional programs. The President’s Office maintains a confidential, people-friendly, professional environment for the public, faculty, staff, students, and alumni of the university.

Under the general supervision of the Senior Executive Assistant and Operations Administrator, the Office Assistant provides executive-level support for the day-to-day operations of the President's office. The Executive Support holds a critical role requiring a deep commitment to excellence, complete confidentiality, and exceptional customer service. Additionally, the candidate can analyze and find solutions to problems, work independently with only general direction and use sound judgment and discretion in representing the senior-level managers. The position may require work outside of normal business hours for special events.

Overview of Duties and Responsibilities:

• Provides administrative support to the Office of the President (Chief of Staff, Executive Director of Strategic Engagement and Resource Acquisition, Sr. Executive Assistant and Operations Administrator, Presidential Aide, First Lady, and other staff as needed)
• Provides superior customer service to high-ranking visitors, community leaders, the public and internal faculty, students, and staff
• Coordinates and assist with scheduling of the President's Office conference rooms, calendars, catering, and parking for external visitors
• Orders office supplies and prepares check requests and requisitions for approval
• Prepares meeting documents and agendas; formats and composes routine correspondence
• Arranges travel, processes requests and reconciles expenses
• Assists with financial/budget processing (e.g., foundation statements, hospitality forms, and Pcard reconciliations)
• Submits Facilities work orders and IT service tickets
• Assists with updating the President's website and organizational charts, formatting letters for the President's signature, and monitoring the Office of the President's email
• Supports planning and logistics for on and off-site meetings, retreats, and events for the President, First Lady, President’s Cabinet, Chief of Staff, Executive Director of Strategic Engagement and Resource Acquisition, and other groups as required, including CSU Trustees, elected officials, and other high-level stakeholders
• Assist with special projects that support the operations and assignments of the Office of the President that help further advance institutional goals and objectives
• Responds to and refers to questions and inquiries directed to the President's Office

Minimum Qualifications:

• High School diploma or its equivalent
• Five (5) years of progressively responsible experience in general office or secretarial work including previous experience working in an executive office
• Demonstrated experience working with sensitive and/or confidential information and documents

Knowledge, Skills, and Abilities:

• Excellent communication skills, organizational skills, and ability to manage multiple tasks simultaneously with the ability to anticipate the needs of senior-level managers.
• Ability to analyze and find solutions to problems, work independently with only general direction and use sound judgment and discretion in representing the senior level managers.
• Ability to interact effectively at the highest level within and outside the university,
• Skilled in utilizing standard office procedures and practices; expertise in operating standard office equipment, including personal computers, fax machines, and copy machines, and proficiency in Microsoft Office software (Word, Excel, Outlook, PowerPoint).

Preferred Qualifications:

• Bachelor’s degree or equivalent from an accredited institution
• Knowledge of university infrastructure and policies and procedures.

To view the full position description, click “Position Description” above.

Conditions of Employment

• Satisfactory completion of a background check (including a criminal records check) is required for employment. 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.
• In accordance with the California State University (CSU) Out-of-State Employment Policy, the CSU is a state entity whose business operations reside within the State of California and prohibits hiring employees to perform CSU-related work outside of California.
• 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. Questions about the CSU COVID-19 Vaccination Policy may be sent to hrm@csudh.edu.

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: 22 Sep 2022 Pacific Daylight Time
Applications close: 10 Oct 2022 Pacific Daylight Time