Executive and Operations Assistant

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Executive and Operations Assistant. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $85,356 per year, commensurate with qualifications and experience.

Classification

Confidential Administrative Support II

Position Information

The California State University, Office of the Chancellor, is seeking an Executive and Operations Assistant to provide professional organizational and administrative confidential support to the VCAA, who is the Chief Academic Officer for the California State University, and to other members of the Division of Academic Affairs (DAA) leadership team. The EOA serves as the first point of contact for the division and for internal and external constituents on all matters related to the Division. This position performs a wide range of administrative responsibilities, many of which are highly sensitive and confidential in nature, including directing key administrative operations, coordinating, scheduling, maintaining confidential communications and information, and managing or leading special projects for DAA.  The EOA is a high-visibility team member who must have a sharp awareness of division priorities and a strong understanding of the division functions in relation to other units within the Chancellor’s Office, Board of Trustees, CSU institutions and external partners.  This position requires autonomy, judgment and decision making, problem solving, and independent work.

The work environment is dynamic and fast-paced, and the incumbent must effectively manage competing priorities by evaluating and setting work goals and actions.  Assignments are often general in scope and require considerable initiative, self-motivation, and critical assessment to carry out and complete work independently.  This is an exciting time with a new strategic plan CSU Forward, a new student success framework, and other emerging opportunities.

This position is approved for telecommuting (two days telecommuting, three days in office (in-person)) with onsite work at the main headquarters located in Long Beach, California.

Responsibilities

Under the general direction of the Vice Chancellor for Academic Affairs, Chief Academic Officer, the Executive and Operations Assistant will perform duties as outlined below:

Executive Administrative and Operations Support

-Provide confidential executive-level administrative support to the VCAA -- including, but not limited to managing, prioritizing, and addressing inquiries to the VCAA from internal/external constituencies; leveraging the VCAA’s office team by deploying internal/external inquiries to the appropriate team member; scheduling appointments and managing the VCAA’s and Division-wide calendars; coordinating meeting arrangements; managing phone and email inquiries on behalf of the VCAA; managing travel arrangements, and; serving as the primary point of contact for administrative staff matters.

-Monitor and review meeting requests, resolve scheduling conflicts, establish appointment priorities, create master schedule for VCAA and DAA staff meetings.  Make conference calls and virtual appointments.

-Arrange and confirm travel in adherence to the CSU travel policies and procedures; prepare and process travel approvals and claims, track reimbursements, prepare itineraries, and provide meeting materials, maps etc.

-Maintain high confidentiality in handling sensitive information and interactions with internal/external constituents. Exercise professionalism and collegiality with all constituents, with the appropriate amount of speed and professional discretion.

-Consult with the VCAA concerning progress on assignments and resolution to student, faculty, and employee issues. Handle sensitive materials such as collective bargaining documents, labor practices, CO personnel materials, and performance evaluations.

-Serve as key member of the VCAA and DAA support team ensuring the smooth administration of office operations, including DAA meetings and events, and support the o