Job Summary 

Under the general supervision of the Dean the Executive Assistant to the Dean provides administrative support for the Dean and two Associate Deans including managing their schedules and supporting special projects. The position supports inquiries from college faculty, staff, students, and off campus constituents, and provides support for key college committees. The Executive Assistant oversees confidential college faculty processes for the Dean's Office, supports the college curriculum and articulation processes, as well as student scholarship and awards administration. The Executive Assistant performs confidential and sensitive assignments requiring initiative, confidentiality, independent judgment and knowledge of campus policies and procedures.  Assignments require handling of multiple work priorities in an effective and timely manner, maintaining attention to detail and accuracy in all duties.  

Key Responsibilities

• Administrative Support - Manages the Dean's and Associate Deans' calendars on a daily basis, responding to requests for appointments and providing back up materials for those meetings as necessary.
• Coordination of Dean's Office Administrative Functions - Coordinates and facilitates submission of purchase orders for the Dean's office, supports offices in the College on college-funded requests, duplicating requests, ordering supplies and other office administrative functions in accordance with university and college policies and procedures.
• Confidential Faculty Processes - Assists with the faculty evaluation process, including College Retention, Tenure, and Promotion processes, minireviews, ETFs and lecturer evaluations. Creates and maintains evaluation process lists and timelines. Oversees adherence to timelines, sends reminder messages to both faculty under review and review committee members/department chairs as needed, and moves files forward to the next review step.
• College Curriculum Coordination - Supports the curriculum and articulation college processes. Attends meetings, prepares agendas in consultation with the Chair, and provides minutes to the Curriculum Committee. Serves as the liaison between the curriculum committees to move proposals through the process.

Knowledge Skills and Abilities

Must be detail-oriented with a high level of independence and competence. Excellent interpersonal and oral and written communication skills are required to work with students, faculty, staff and the general public. Ability to maintain confidentially of sensitive information. Ability to independently and promptly handle multi-task functions in an academic setting. Ability to independently prioritize responsibilities/tasks and meet deadlines. Ability to be an effective team player and work in a collaborative manner.

Ability to provide excellent customer service in a busy office environment. Ability to learn, interpret, apply and clearly explain a variety of complex policies and procedures. Skills using Microsoft Office required. Thorough knowledge of English grammar, punctuation and spelling and skills in editing written material is required. Ability to communicate effectively in an ethnically and culturally campus community. Ability to lift tables and chairs, and various meetings supplies, up to 25 pounds. Knowledge of University, College, and departmental policies about admission, graduation, scholarships, catalog

content for student and faculty information desirable. Skills using PeopleSoft, Microsoft Outlook, Qualtrics, lnterfolio and desktop publishing/graphics desirable.

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

Equivalent to five years of administrative support experience required.

Physical Summary

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

Department

CED Administration, Dean's Office

Classification

Administrative Support Coordinator II

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.

CSU Classification Salary Range: The CSU Classification Salary Range for this position is $4,058 - $6,653 per month.

Benefits

Excellent benefits through CalPERS (health, vision, dental), tuition fee waiver, generous vacation and sick leave, and 14 paid holidays each year.

Time Base

1.0 time-base, 40 hours per week.

Duration of Appointment

This is a temporary position for 2 years with no permanent status granted. Temporary assignments may expire prior to the ending date.

Application Procedures

Click Apply Now to complete the CSULB Online Employment Application.

PLEASE FILL OUT THE APPLICATION COMPLETELY. It is important that all sections of the on-line application are filled out completely and accurately. Please include all relevant education and experience. Your application will be used to determine whether you meet the minimum qualifications for this position. 

Additional Information

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Due to the nature of this position, current CSULB employees are subject to a criminal record check unless they have successfully completed a criminal background check through CSULB within the past 12 months.

CSULB is not a sponsoring agency for staff and management positions (i.e. H-1B Visas).

California State University Long Beach expects respectful, professional behavior from its employees in all situations. Acts of harassment or abusive conduct are prohibited. Demonstrated appropriate professional behavior, treating others with civility and respect, and refusing to tolerate abusive conduct is expected of all employees.

Equal Employment Statement

California State University Long Beach is an Affirmative Action/Equal Opportunity Employer that is strongly committed to promoting diversity in all areas of the campus community. We consider qualified applicants for employment without regard to age, physical or mental disability, gender or sex, genetic information, gender identity, gender expression, marital status, medical condition, nationality, race or ethnicity, religion or religious creed, sexual orientation, and veteran or military status.

Accommodations

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact StaffHR-Accommodations@csulb.edu.

Out of State Employment Policy

California State University, Long Beach, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.