HRL Administrative Specialist- Open to CSULB Employees Only

Job Summary

Under supervision of the Executive Director of Housing and Residential Life (HRL), this position provides a high level of analytical, administrative, and confidential support to the Executive Director and Housing Leadership Team on a wide variety of assignments involving the coordination of scheduling, meeting preparation, public relations, writing, communications, and Student Affairs' programs and University projects, many of a sensitive and confidential nature including but not limited to HR matters. The incumbent is expected to use independent judgment to provide operational support to ensure that HRL runs smoothly by creating and enhancing systems, processes, and procedures.

The incumbent provides services that are equitable, inclusive, culturally sensitive to enhance the quality of campus life. The position uses a student-centered and equity-minded approach in all communication and service efforts.

ACPA’s 2024 Most Promising Places to Work in Student Affairs.

Key Responsibilities

• Executive Level Administrative Support to Executive Director and Housing Leadership Team.
• Facilities and Work Order Support: Reviews all open work orders and remove duplicate work orders.
• Purchasing Support: Assists campus community by directing individuals to appropriate offices and follows up as needed for resolution.

Knowledge Skills and Abilities

Ability to manage multiple projects and responsibilities with differing timelines and deadlines. Ability to demonstrate sound judgment and make decisions. Must be able to interact in a positive, professional manner with campus community, including staff, faculty, donors, etc. especially under pressure.  Communicate with the University community in a civil and articulate manner. Skill in sound time management including prioritizing assignments to complete work in a timely manner. Flexibility with changes in workload, under pressure of deadlines, competing requirements, heavy workload and constant interruptions. Ability to exercise sound judgment and handle confidential matters with tact and diplomacy, and to maintain confidentiality of information as needed or to protect the rights of individuals or the University. Skill in working independently with minimal direction, in setting priorities and schedules and in identifying and adhering to departmental objectives. Ability to apply independent, reasoned judgment, discretion and initiative to address problems and develop practical, thorough and technically accurate solutions.

Experience with a broad range of Microsoft Office Suite (including Excel, PowerPoint, Visio) and Adobe software to ensure that incumbent will be able to prepare a wide variety of correspondence, reports, forms, brochures, flyers,

agendas, minutes, advertisements and text for printed materials and web pages. Knowledge of Adobe Creative Suite. Adobe Contribute and HTML would be a plus. Experience maintaining an administrator’s calendar, arranging meetings, establishing agendas and participating in meetings with small and large groups of people. Ability to provide excellent customer service to the Campus community, vendors, and other outside agencies. Skill in performing customer service in a polite and timely fashion: ability to identify what customer needs and reroute him/her to the correct department; ability to relay customer requests and complaints accurately and appropriately; to describe and convey services provided by the Division.

Strong interpersonal skills to establish and maintain cooperative working relationships and communicate clearly and effectively with students, staff, peers, administrators, vendors, Campus and government personnel, clients, state officials, the public, etc. Excellent writing and editing skills (including grammar, sentence construction and vocabulary) to effectively write and present own reports, proofread professional level copy of letters, proposals, reports, meeting notes, invitations and announcements.  Outstanding grammar, typing, and proofreading skills. Skill in reading Standard English for understanding information (e.g. business correspondence, legal and contract documents and University manuals, policies, procedures and regulations).  Handle and prioritize multiple tasks and meet deadlines. Resourcefulness and creativity in managing the large number of high-profile campus-wide programs/events and demanding schedules. Skilled in making travel arrangements; familiarity with airline schedules, rental car reservations and University travel regulations, etc.

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 a