Executive Assistant to the Dean, College of Engineering

Job Summary 

Under the general supervision of the Dean in the College of Engineering, the Assistant to the Dean provides administrative, fiscal, and technical assistance to the Dean.

Key Responsibilities

• Dean’s Administrative Support - Provides administrative and technical support to the Dean. Serves as primary contact/communication liaison between the Dean's Office and University members, Departments, Chairs, faculty, staff, students, and other offices both on and off campus in a wide variety of function both academic and non-academic, including general public, vendors, donors, government agencies, other campuses and local community.
• Dean’s Fiscal Support - Plans and prepares the Dean's travel by creating a Travel Data Sheet, Travel Authorization, Expense Estimate Work Sheet, secure room accommodations, transportation, conference reservations, registration fees, and provides Dean with travel folder. Maintains receipts for and completes reimbursement claims. Prepares individual and Blanket (year- long) Travel Authorizations.
• Dean’s Personnel/Academic Programs/Student Organization Support - Assists the Dean and Associate Dean with the evaluation and faculty awards application process, including Periodic Evaluations Of Probationary Faculty (Mini Evals); Difference In Pay applications; Periodic Evaluations of Lecturers; Periodic Evaluations of Tenured Faculty; Scholarly and Creative Activities Awards (Mini Grants, Summer Stipends and Assigned Time); Professional Development Plan (PDP); Student Summer Stipend Proposals; Distinguished Faculty Teaching Award; Distinguished Faculty Advising Award; Early Career Excellence Awards, and RTP Appointment and Acceptance correspondence.
• Special Events - Assigned to assist in the coordinating of Dean's events, and other special functions and projects as needed. Assists in e-planning and organizing of special events; including invitation notices, special parking, catering services, securing location, and informing media and Public Affairs of activities.

Knowledge Skills and Abilities

Possess strong organizational and communication skills to communicate effectively with ethnically and culturally diverse faculty, staff, students, and general public. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures. Able to clearly communicate orally and in writing. Expertise in using office software packages, technology, and systems. Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.

Ability to communicate with an ethnically and culturally diverse campus community.  Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures.  Ability to contribute to a positive university experience for each and every student, and assist in achieving the university's commitment to a "vision of excellence."

Education and Experience

Equivalent to five years of administrative support experience required.

Physical Summary

• Sedentary work - Involves mainly sitting. Walking and standing are minimal. Lifting is limited to lightweight objects. (10 pounds or less).

Department

COE Administration

Classification

Administrative Support Coordinator II

Compensation

Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources.

Hiring Range: The hiring range for this position is $5,000 - $5,417 per month commensurate with candidate's education, experience, skills, and training.

CSU Classification Salary Range: The CSU Classification Salary Range for this position is $4,058 - $6,653 per month.

Benefits

Excellent benefits through CalPERS (health, vision, dental), tuition fee waiver, generous vacation, and sick leave, and 14 paid holidays each year.

Time Base

1.0 time-base, 40 hours per week.

Duration of Appointment

This is a temporary position for 2 years with no permanent status granted. Temporary assignments may expire prior to the ending date.

Application Procedures

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