Confidential Aide (Confidential Administrative Support I), President's Office

Job Summary:

The Confidential Aide is critical to maintaining the President’s and Chief of Staff ‘Calendars and make adjustments as needed based on changing priorities or emerging situations. This position analyzes individual meetings and events, prepare summaries, briefing and supplemental information for president to attend. Research and analyze highly confidential and sensitive information regarding students, staff and faculty, and off campus stakeholders. Coordinate coverage for events and meetings with Vice Presidents when President cannot attend and provide supporting documentation. Analyze short and long-term patterns proactively manage highly seasons, travel and the President and Chief of Staff leadership priorities. Provides daily lead oversight and instruction to student assistants to ensure efficient office operations.

Responsibilities:

Briefing Folders – Under direct supervision, independently analyze individual meetings and events and prepare detailed summaries, supplemental materials for information that will be referred in briefing. Research and analyze highly confidential and sensitive information regarding students, staff, faculty, and off-campus stakeholders requesting meetings with the President. Analyze compensation data and develop summary reports with supporting analysis to be used in the meet and confer process and in negotiations of collective bargaining agreements. Research and summarize historical and performance data such as grant performance, individual biographies, and nonprofit information including purpose and performance, governing board associations, and 990 filings, providing context for institutional decision-making. Collaborate with other divisions to determine where information can be obtained and collaborate with stakeholders to collect it. View information that may affect collective bargaining unit positions and negotiations. Be privy to, and consistently utilize sensitive and highly confidential data related to collective bargaining activities/grievance processing. Such information would include, but is not limited to data used in collective bargaining and other related activities; and may process and administer information contained in case files for PERB unfair labor practice cases, and contract grievance arbitration cases.

Maintaining the President’s and Chief of Staff’s Calendars – Under direct supervision maintain President’s and Chief of Staff’s confidential calendars, and independently make adjustments as needed based on changing priorities or emerging situations. Coordinate with Vice Presidents to cover events and meetings when the President cannot attend and provide the necessary supporting documentation. Anticipate and resolve potential conflicts, and use discretion to determine when to reschedule, delegate, or decline requests. Review short- and long-term scheduling patterns to proactively manage high activity seasons, travel, and align commitments with the President’s and Chief of Staff’s leadership priorities.

Scheduling and Coordinating Meetings and Events – Under direct supervision negotiate and schedule highly confidential meetings with internal and external stakeholders based on priorities established by the President, Chief of Staff, Deputy Chief of Staff, or by independent analysis and judgement of high priority or sensitive situations. This position is regularly involved in communications that may affect collective bargaining, unit positions, and negotiations. Analyze and adjust meeting participants to ensure appropriate management and staff representation. Independently determine and coordinate needs for meetings and events including location, hospitality, invitations, technical needs, RSVPs, and guest accommodations such as parking and escorts. Review and analyze events coordinated by others and independently determine whether the logistics, program flow, and audience composition are appropriate for the President’s participation. Exercise discretion to recommend adjustments or decline participation when necessary. Collaborate with the overseeing Vice Presidents to address gaps, resolve conflicts, and ensure that all logistics are well-coordinated and appropriate for the President’s appearance.

Office lead coordination - Provide lead work direction to 3-4 Student Assistants for daily tasks related to routine administrative functions. Responsibilities include, but are not limited to:
- Incumbent will provide onboarding and training student assistants about customer service to callers and visitors, analyzing and routing incoming mail, monitoring and ordering office supplies, preparing
and distributing outbound correspondence, maintaining hard copy and electronic files, provide additional training and guidance as needed.
- Incumbent will hold meetings with Student Assistants.

Administrative Support – Administrative support to the President, Chief