Executive Assistant/UEC Executive Office & Operations (UEC)

 

About University Enterprises Corporation at CSUSB

(This is not a state position)

University Enterprises Corporation at CSUSB ("UEC") supports the university's educational mission by providing quality services that complement the instructional program. The University depends upon UEC to provide services that cannot be supported with state funds. We’re responsible for business enterprises on campus including, but not limited to, dining, bookstore, convenience store, and vending services. We also serve as the grantee for federal, state, and local funding for research and sponsored projects.

Position Summary

Staff, Full Time, Non-Exempt, Non-State, Benefited position.

Salary: $4,416.67- $5,378.00 per month.

Location: UEC Corporate Office, CSUSB Campus.

Work Schedule

40 hours per week. 8:00AM to 5:00PM, Monday through Friday. Some evenings for Board or campus events.

First Review Deadline

This position will remain open until filled. 

Typical Activities

Under minimal supervision of UEC's Executive Director, the Executive Assistant will work independently to:

 Executive Support

• Manage the Executive Director’s calendar, coordinate high-level internal and external meetings, and assist with campus-wide initiatives
• Draft and edit executive communications, reports, policy drafts, and presentation materials
• Support the planning and execution of special events and board engagements led by the Executive Office
• Maintain discretion in handling sensitive and confidential matters with campus and community stakeholders

Governance & Board Administration

• Coordinate UEC Board of Directors and subcommittee meetings (e.g., Audit, Finance, Commercial Enterprises, Campus Dining Advisory, Campus Bookstore Advisory).
• Prepare agendas, meeting packets, and official minutes; manage logistics, notifications, and public documentation in alignment with compliance guidelines.
• Maintain governance records and follow up on board action items.

Business Operations Coordination

• Schedule and support meetings for internal business units and advisory committees.
• Assist with monthly invoices and respond to vendor inquiries in coordination with Finance.
• Support vendor engagement and communications across departments, including procurement tracking, file routing, and service coordination in collaboration with the Business Operations Manager.
• Assist with file management and organization efforts to increase accessibility of shared drives and physical records across UEC departments.
• Update website content, manage Pepsi product inventory, and assist with social media coordination in collaboration with the Business Operations team.

HR/Payroll Administrative Support

Provide logistical and clerical support for HR and Payroll-related tasks, including:

• Scheduling meetings and training.
• Collecting and organizing employment-related documentation.
• Supporting timekeeping and document routing workflows.
• Preparing communications related to HR updates and programs.
• Serve in a supporting role to the Human Resources Manager to help coordinate HR activities and maintain efficient recordkeeping practices.
• Serve as a support liaison to reduce the administrative burden on HR and Payroll staff.

Sponsored Programs Operating Agreement Support

• Provide limited administrative support to ensure UEC fulfills documentation and process requirements under the Sponsored Programs Administration (SPA) operating agreement.
• Assist with internal routing of forms requiring signatures and tracking of travel, reconciliation, or compliance-related documentation in collaboration with the UEC Executive Office.
• This support is not a direct assistant role to SPA but contributes to maintaining operational alignment between UEC and SPA processes.

General Administrative Support & Supervision

• Serve as the point of contact for Executive Office inquiries and communication.
• Supervise part-time staff and student assistants as assigned.
• Assist in organizing, digitizing, and maintaining shared files and documentation across multiple departments.
• Coordinate office supplies, vendor contracts, service orders, and related administrative needs.
• Perform other duties assigned in support of enterprise success.

Minimum Qualifications

• Education:
  • Equivalent to two years of college