Executive Assistant to the Dean - Open to Current CSULB Employees Only

Job Summary

Under the supervision of the Dean, the Executive Assistant provides office support to the Dean's Office and serves as the first point of contact for the COTA's visitors, administrators, faculty, staff, and students. Performs complex and sensitive assignments requiring initiative, confidentiality, independent judgment and knowledge of campus policies and procedures. Assignments require handling of multiple work priorities: must organize and prioritize a variety of projects and tasks in an effective and timely manner and meet critical deadlines. Maintain attention to detail and accuracy in all duties. Be accountable for results, as well as for processes and document submissions.

Key Responsibilities

• Provides administrative support to the Dean - Provides administrative support to the Dean by preparing, distributing, and maintaining correspondence, reports, proposals and files. Responsible for maintaining the Dean's calendars, making travel arrangements, scheduling meetings and screening calls. Distributes and follows-up on university, college and departmental projects and proposals to ensure timely submissions, in coordination with the Faculty and Student Support Coordinator.
• Supports general operations of the Dean's Office - Responsible for greeting visitors and answering the general Dean's Office phone extension; assists in the selection of, training, and supervision of Dean's Office student assistants. Responsible for updating the COTA Dean's Office calendar with important deadlines and office absences. Prepares copier supply orders, work order forms and quarterly usage reports.
• Maintains and coordinates RTP processes and tenure-track searches - Maintains and coordinates RTP processes and tenure-track searches, ensuring that all paperwork/documents are completed on time and according to policy. Assists in preparing correspondence and confidential documents, such as recommendations for faculty retention, tenure and promotion, and sabbatical leaves, visiting artist/faculty and other sensitive personnel documents.

Knowledge Skills and Abilities

The ideal candidate demonstrates strong communication skills, enabling them to effectively engage with a diverse range of stakeholders, from campus executives to students. They are also highly proficient in Microsoft Office applications including Excel, Outlook, Word, and PowerPoint, which supports their ability to manage tasks efficiently, present information clearly, and collaborate seamlessly across various levels of the organization.

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

Five (5) years of administrative support experience, or equivalent, preferred.

Physical Summary

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

Department

COTA Administration

Classification

Administrative Support Coordinator II

Effective 10/1/2025, a new salary step structure and job classifications will be implemented under the CSU-CSUEU Agreement. Job duties will remain unchanged; however, this position may be assigned to a new classification with an updated salary range. Employees will be notified of any changes. For more information, please visit the CSUEU FAQ on Job Classifications and Steps Implementation.

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 $4,058- $4,821 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.

Time Base

1.0 time-base, 40 hours per week.

Duration of Appointment

This is a temporary position for 1 year with no permanent status granted. Temporary assignments may expire prior to the ending date.

Benefits

Excellent benefits through CalP