Contents
Cal Poly Pomona

EXECUTIVE STAFF ASSISTANT


Recruitment No. 50574
Classification Title Confidential Administrative Support II
Collective Bargaining Unit Confidential Classses (C99)
College/Department Vice President Office of Administrative Affairs
Timebase Full-time
Type of Appointment Probationary
Application Materials Required University Application and Resume Required
Classification Salary Range $4,130 - $8,410
Anticipated Hiring Range $4,130 - $5,557
Recruitment Closing Date April 15, 2013

THE DEPARTMENT 

The Administrative Affairs Division is a service division.  Our mission is to provide the quality services and human resources that promote a positive, open environment conducive to effective learning and working.  The Division is structured into three areas each headed by an Associate Vice President who report directly to the Vice President.  These three areas are:  Finance and Administrative Services, Facilities Planning and Management, and Human Resource Services.

DUTIES AND RESPONSIBILITIES 

This position serves as the Executive Staff Assistant for the Vice President and coordinates the Office of the Vice President; provides administrative support to the Vice President and has responsibility for determining the appropriate referral of projects, advising divisional staff regarding procedural matters related to the Vice President’s Office, following through on requests for information from administrative offices on campus, the Chancellor’s Office and the community.  The incumbent coordinates the day-to-day operations of the Vice President’s Office by acting as lead for the support staff and providing guidance and direction; serves as liaison on matters relating to human resources and other issues and sensitive and complex problems of a highly confidential nature; and acts as a liaison between the Vice President and the AVP’s, Directors and professional staff within the Division, as well as the President’s Office and other administrative offices on campus.  The incumbent assists the Vice President in carrying out the programs and activities of the Division and is required to simultaneously carry out a wide range of activities requiring extensive coordination to meet frequent deadlines; screens and responds to visitors, telephone calls, and correspondence directed to the Vice President; keeps informed of a broad range of policies, procedures and regulations; briefs the Vice President in advance of meetings; functions as a liaison for the Vice President and communicates on the Vice President’s behalf with a wide range of individuals and groups, including the President, Vice Presidents, Associate Vice Presidents, Deans, Associate Deans, Academic Senate, Associated Students, Inc. (ASI), Cal Poly Foundation, students, faculty, staff, alumni, Chancellor’s Office, professional associations, government officials, community leaders and the general public.  The incumbent works closely with the Vice President to provide guidance and support to the line manager’s staff; serves in a leadership capacity for administrative assistants of department heads reporting to the Vice President; initiates and composes correspondence individually and on behalf of the Vice President; organizes, publicizes, and coordinates special functions hosted and/or sponsored by the Vice President, including campus visits, receptions, planning retreats, conferences, training sessions and student activities.  The incumbent manages the Vice President’s calendar; involved in communications that may affect bargaining unit conditions, negotiations, and/or grievances; coordinates and completes special assignments/projects such as communicating with and arranges visits for administrators from other universities within the United States; interviews candidates for clerical positions within the Vice President’s office; coordinates travel arrangements for the Vice President; maintains attendance records for all personnel reporting directly to the Vice President; maintains budget accounts; and acts as the Vice President’s liaison for the campus’ Conflict of Interest Filing.  The incumbent coordinates production and distribution of notification of legal issues to campus employees and students; conducts independent research of correspondence, articles, books, etc., to provide backup information for reports and decisions; and performs other duties as assigned.

QUALIFICATIONS

Bachelor’s degree and/or equivalent training and administrative work experience AND five years progressive responsible experience in general office clerical or secretarial work or the equivalent.  Thorough knowledge of, and skills in, standard office procedures and practices; comprehensive and detailed knowledge of applicable university policies and procedures; ability to appropriately interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to independently handle multiple work unit priorities and projects and to evaluate and set work priorities. Ability to effectively identify office administration problems within the division and efficiently administer a solution and solve a wide range of problems; ability to understand diverse or systemic problems from all points of view and anticipate the impact of office administration problems and solutions on other areas; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive, diverse and confidential interpersonal situations; ability to perform business math and maintain a budget with excellent oral and written communication skills.

Finalists for this position may be required to submit to and successfully pass a Live Scan criminal records check prior to being hired.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status.

ADDITIONAL INFORMATION

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: http://dsa.csupomona.edu/police/securityreport.asp

 

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