careers

Executive Office Support Assistant

Apply now Job no: 535772
Work type: Staff
Location: Chancellor's Office
Categories: Confidential, Administrative, Probationary, Full Time

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Executive Office Support Assistant. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $5,250 per month, commensurate with qualifications and experience.

The salary range for this classification is $4,058 to $7,407 per month.

Classification

Confidential Administrative Support I

Position Information

The California State University, Office of the Chancellor, is seeking an Executive Office Support Assistant to provide clerical and administrative support for the Chancellor’s Office suite including the Executive Office and occasional backup to the Office of the Board of Trustees, as coordinated with the AVC and Chief of Staff.

Responsibilities

Under the general direction of the Associate Vice Chancellor and Chief of Staff, the Executive Office Support Assistant will:

-Provide reception support to the Chancellor's Suite by greeting, assisting, and directing high-level executives and elected officials.

-Supervise and maintain mail tracking system to ensure a timely response: scan and process mail/e-name files/e-editing.

-Maintain stocked and organized Executive Office copy room/kitchen.

-Order office supplies, equipment and manage inventory.

-Serve as inventory coordinator for all staff and Chancellor's technology needs; coordinate with EO IT Specialist to ensure all technology/software/etc. is up to date.

-Coordinate with Executive Office Senior Administrative Assistant with distribution and tracking documents to delegated executives/divisions.

-Coordinate and manage preparations for executive meetings in the Executive Office including scheduling and preparing meetings rooms, ensuring multimedia and technical setup.

-Work with Conference Services to organize and maintain One Card and all receipts, invoices.

-Support Conference Services in managing One Card, including reconciliation.

-Order/supervise catering as needed, assist with greeting and directing meeting participants, guests, visitors.

-Managing all first-floor meeting room scheduling via Microsoft Outlook.

-Oversee conference rooms on floors 2-6 as needed.

-Serve as primary point person to receive and screen calls, visitors, and mail; use sound judgement and discretion for sending callers or messages to Chief of Staff.

-Provide back-up assistance to the Office of the Board of Trustees as needed.

-Other duties as assigned.

Qualifications

This position requires:

-Minimum 3-5 years’ experience working in a responsible position in an administrative capacity in an executive office environment, preferably for a high-level executive or administrator in a fast-paced environment. Bachelor's degree, or equivalent experience, is required.

-Strong interpersonal skills, service-oriented and demonstrated ability to build and maintain effective working relationships with all levels of systemwide management and staff and members of the public.

-Demonstrated ability to maintain strict confidentiality of sensitive information and perform a wide range of duties that require tact, diplomacy, organizational skills, and flexibility.

-Ability to take initiative and use sound judgment in completing tasks, solving problems, and developing solutions.

-Ability to use tact, diplomacy, and sound judgment in responding to requests for information and/or interpretations of actions taken, or policies and practices implemented.

-Independently organize, prioritize, and manage a complex workload and electronic filing system while meeting deadlines in a high-demand, fast-paced environment with frequently shifting priorities.

-Thorough knowledge of modern office practices/procedures.

-Keen attention to detail and ability to consistently produce accurate, professional quality work with minimal supervision.

-Excellent written, oral, and proofreading skills with the ability to compose clear, concise, and accurate written communications. 

Preferred Qualifications

-Experience in the CSU or higher education is highly preferred.

-Knowledge and proficiency of PC computer applications, including Microsoft Word, Excel, PowerPoint, Outlook; Adobe Acrobat; and FileMaker Pro and Slack. Experience with PeopleSoft and event/project management tools is preferred.

Application Period

Priority consideration will be given to candidates who apply by February 23, 2024. Applications will be accepted until the job posting is removed.

How To Apply

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

CSU Out of State Employment Policy

California State University, Office of the Chancellor, 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.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.

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