Job Abstract

Working Title: Confidential Administrative Assistant to AVP

Department Name: AVP Office of Admin and Finance

Division: Administration and Finance

Classification Title: Confidential Administrative Support II

Position Salary Range: $5,213 - $7,972 per month

The anticipated hiring range for this position is $5,500 - 6,100 per month.

Salary is commensurate with experience.

Review of applications will begin Monday, June 17, 2024, and the position will remain open until filled.

About the Department/Position:

Under the general supervision of the Associate Vice President (AVP) of Business and Finance, the Confidential Administrative Assistant to the AVP, Business, and Finance provide a broad spectrum of complex and confidential day-to-day administrative and secretarial support to the Administration and Finance office and direct support to the AVP of Business Finance. Administrative areas of responsibility include but are not limited to serving as the primary contact to both internal and external constituents, coordinating HR personnel transactions for the division of Administration and Finance; scheduling, arranging logistical services, and preparing various types of correspondence; coordinating events and activities that often involve coordination with various executive offices, other campuses, CSU Leadership, and external constituents. Other responsibilities include researching and responding to inquiries such as Public Records Act requests and court-issued subpoenas, preparing reports for management review, performing first-level review of documents, and maintaining and updating division web pages. Maintain a high level of communication and confidentiality with the VP, AVP, senior management, and staff of the division of Administration and Finance.

Overview of Duties and Responsibilities:

• Welcome visitors and identify the purpose of their visit.
• Provide complex and confidential administrative support directly for the AVP of Business and Finance and the Office of Administration and Finance.
• Manage AVP calendar, coordinate and schedule meetings on behalf of management, and create meeting agendas, including maintenance of VPAF conference room and break room.
• Manages and tracks deadlines for all administrative projects, events, and activities for Business and Finance.
• Assists the VP, AVP, and department directors with special projects and events, ensures the coordination and scheduling of all events not limited to, University Budget Committee, Budget Quarterly, Chief Administrators and Business Officers (CABO), Financial Officers Association (FOA), Economic Development Committee Meetings, etc.
• Make recommendations to the management on process improvements.
• Assists the Division Operations Officer/HR Liaison
• Prepares and processes necessary payroll documentation
• Responsible for reconciling the operating expenses for VPAF and VP Business and Finance departments.
• Supervises and trains the Student Assistant(s).

Minimum Qualifications:

• A Bachelor's degree from an accredited college or university in a relevant field, along with four (4) years of full-time professional/administrative experience that includes technical, analytical, and administrative work.

• Additional experience in a relevant field can be substituted for the bachelor's degree on a year-for-year basis.

Knowledge, Skills, and Abilities:

• Knowledge of correct English grammar, spelling, and punctuation, office procedures practices, methods, and records management; customer service-oriented techniques; standard computerized office systems, equipment, and software; and Web-based systems; working knowledge of California State University procedures related to travel, purchasing, budget tracking management and personnel; general knowledge of project management and budget is essential; working knowledge of principles, practices, and techniques of human resources in a public agency setting.

  In-depth knowledge of the division's and university structure and functions

  Knowledge about the university and Chancellor's Office policies and procedures

• Ability to coordinate multiple tasks, determine the importance of each, set appropriate deadlines and complete all projects accordingly; interpret and apply policies and procedures independently, solve practical problems, and make sound recommendations; communicate effectively both written and orally; and handle sensitive personnel documents and situations; draft and compose correspondence, and prepare, process, and compile data for reports; communicate using excellent interpersonal skills; troubleshoot most office administrative problems and respond to inquiries related to the work area; learn new office support technology systems and software packages in a timely manner; ability to communicate and interact professionally with all levels of internal/campus personnel, and external agencies, ability to take initiative and use sound judgment; establish and maintain cooperative working relationships; work effectively both independently and as part of a team; and prioritize and perform all work efficiently and effectively.

• Skills in planning, organizing, coordinating, and performing work in a multifaceted environment; researching and analyzing; and working independently on assignments and problems. The position requires strong organizational, research and analytical skills to effectively coordinate.

Preferred Qualifications:

• Two years of oversight and administration of a program with supervision and/or lead experience. All preferred qualifications like education, experience, certifications and additional KSAs will be listed here.
• Higher education experience
• Two years of oversight and administration of a program with supervision and/or lead experience.

To view the full position description, click “Position Description” above.

General Information:

• Satisfactory completion of a background check (including a criminal records check) is required for employment. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current CSU employees who apply for the position.
• In accordance with the California State University (CSU) Out-of-State Employment Policy, the CSU is a state entity whose business operations reside within the State of California and prohibits hiring employees to perform CSU-related work outside of California.
• The CSU system offers a competitive total compensation benefits package for employees and qualifying dependents, including medical, dental, vision, retirement, and tuition assistance. It is our goal to compensate employees equitably and fairly. You can access a full description of our benefits here.
• Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program.
• The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
• This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Closing Statement

California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce. Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771.

California State University Dominguez Hills is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

Employees at California State University, Dominguez Hills shall abide by the Nondiscrimination Statement.