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Executive Assistant (530364) Jobs
Company | California State University, Office of the Chancellor |
Address | Chiasson Office, New Brunswick, Canada |
Employment type | FULL_TIME |
Salary | |
Category | Higher Education |
Expires | 2023-08-27 |
Posted at | 9 months ago |
Description
- Monthly reconciliation of the department credit card (ProCard). Process expenditures consistent with applicable CSUCO procurement policies and procedures.
- Interpret and apply Chancellor’s Office-wide operating policies and procedures.
- Maintain and ensure confidentiality when supporting the OEVC with all sensitive materials, such as collective bargaining documents, labor practices, personnel cases and performance evaluations.
- Arrange and confirm travel, prepare and process travel approvals, travel claims, track reimbursements, prepare itineraries, and provide meeting materials, maps and directions for the EVC.
- Coordinate all elements of the EVC and Office of EVC (OEVC) calendars including monitoring and reviewing meeting requests, resolving scheduling conflicts, establishing appointment priorities, scheduling appointments and preparing daily schedules; establish master schedule for OEVC and staff meetings. Schedule conference calls and other meetings on behalf of and for the EVC by strategically prioritizing the EVC’s time.
- Manage and maintain digital and physical files for the proper filing of EVC Office data and confidential information in accordance with the CSUCO retention policy.
- Ensures EVC is prepared for the day by providing needed reading materials, speaking points, and gathering background information for EVC review.
- Serve as key member of the OEVC support team ensuring the smooth administration of office operations, including division-wide meetings and events, and support the onboarding of CSU leaders.
- Provide daily executive-level administrative and professional support to the Executive Vice Chancellor, Academic and Student Affairs.
- Coordinate workflow and follow up to ensure project progress and completion, review and follow-upon deliverables, and document project progress.
- Support to EVC and Deputy Vice Chancellors (DVC) on program data gathering, evaluation and assessment.
- Provide project management and serve as primary contact for ASA project and initiatives led by the OEVC.
- Manage the processing and coordination of several long-term special projects in the Division of Academic and Student Affairs (DASA), including but not limited to the Asian American, Native Hawaiian and Pacific Islander (AANHPI) request for proposal process, the Wang Award nomination process, and support to DASA convenings and preparing for division-wide meetings.
- Design and coordinate action plans to achieve the strategic goals and objectives of the OEVC. Work closely with DVCs and AVCs to ensure unit cohesion.
- Partner with COS to ensure preparedness of daily EVC activities by prioritizing items and coordinating assignments.
- Assist in project planning, perform strategic research on a variety of topics, and take initiative to identify potential problems and suggest solutions to the COS.
- Collaborate with ASA Chief of Staff (COS) on coordinating day-to-day projects and priorities, coordinating scheduling, supporting key partnerships, developing briefings and other needs.
- Prepare and/or edit written communications, memos, letters, presentations, spreadsheets and reports, many of a highly sensitive and confidential nature.
- Maintain up-to-date internal/external contact lists including list servs of trustees, campus presidents, CO leadership team, division staff, provosts/vice presidents for Academic Affairs and other constituent groups.
- Work collaboratively with ASA Communications with the research, preparation and proofreading of briefings, correspondence and reports for the EVC. Ensure quality control and approve drafts documents for distribution and/or signature.
- Manage the Office of the EVC email and coordinate distribution of division-wide emails and/or systemwide/listservs. Develop communications relative to current and long-term projects and initiatives and provide strategic support to the members of the ASA Leadership Team and Senior Directors.
- Provide support for special events and projects of the EVC, including development of meeting agendas, management of meeting logistics, preparation and distribution of meeting materials. Attend on-site and off-site meetings, as needed.
- Prepare meeting requisitions, reimbursements, business meal forms, and other inter-office forms.
- Assist the EVC with coordinating projects, meetings and conferences that involve complex organizational unit planning across several Associate and Assistant Vice Chancellors and the EVC.
- Prepare minutes and meeting notes as needed.
- Perform other duties as assigned in support of OEVC mission and goals.
- Assist with general Academic Affairs projects and initiatives, as requested by the EVC.
- May serve on special projects, committees, or act as department representative as needed.
- A minimum of five years of progressively responsible administrative and professional support and project management experience for a high-level administrator.
- A bachelor's degree from an accredited four-year college or university or equivalent combination of education and experience is required.
- Ability to organize, coordinate, plan and facilitate meetings and conferences that involve the efforts of several Associate/Assistant Vice Chancellors and the EVC.
- Proven track record of handling and maintaining confidential information in a responsible manner.
- Solid writing and communication skills required to include proofreading and proper punctuation and grammar usage.
- Highly organized and detail oriented, able to handle multiple tasks simultaneously in a pressured environment with frequently shifting priorities and minimal supervision. Must have tolerance for ambiguity.
- Proficiency with MS Word, Excel, Outlook, Microsoft Teams, Zoom and other current software applications, and the ability to access and utilize the Internet is required.
- Minimum of four years of experience working with academic issues and projects within the California State University or higher education system highly preferred.
- Effective communication and listening skills, be able to work directly and interact with a diverse group of individuals in a multicultural environment, including employees at all levels within the university system,
- Ability to take initiative and use sound judgment in completing tasks, solving problems, developing solutions and prioritizing work.
- Trustees, local and state agencies, students and CSU partners/stakeholders.
- A minimum of two years' experience working with travel arrangements for senior level is required; and a knowledge of CSU travel policies and procedures is preferred.
- Strong problem-solving and conflict resolution skills to manage complex assignments with conflicting priorities.
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