Executive Assistant To The Vice President And Chief Of Staff

Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: Non Represented
Job Classification: Confidential Administrative Support II
Anticipated Hiring Amount:$7,000 - $8,250 per month
Work Hours: Monday – Friday 8:00am-5:00pm

THE DEPARTMENT
The President is the Chief Executive Officer of the university and ultimately is responsible for all operational aspects and strategic initiatives of the university, including student recruitment, retention and graduation; academic policies and programs; state and non-state operating budgets; personnel policies and procedures; external outreach, collaboration and fund raising. The Executive Assistant will provide executive-level assistance to the Vice President and Chief of Staff and will support the People, Culture, and Institutional Affairs (PCIA) unit within the Office of the President.

DUTIES AND RESPONSIBILITIES
Executive Support:
Manages and maintains the calendar for the VP/Chief of Staff (VP/COS); communicates with key stakeholders, schedules meetings and coordinates all logistics on behalf of the VP/COS.
Supports the smooth functioning, communication, and coordination of the People, Culture and Institutional Affairs (PCIA) unit by supporting leadership team meetings and strategic agenda.
Tracks and prioritizes projects, communications and expectations from the Office of the Chancellor, legislation, initiatives, events, conferences, and meetings.
Provides coordination of various projects, initiatives, events, conferences and meetings.
Tracks budget expenditures and stewards the execution of contracts and agreements for events and projects to include both state and foundation funding sources. Arranges travel and accommodations; preparing expense reports in Concur.
Develops and implements organizational systems and protocols to ensure accurate record keeping.
Proofs correspondence and documents prepared by the VP/COS and for the President.
Analyzes policies and research relevant documents as needed to assist in drafting executive-level briefing papers and reports, presentations and communication under the general direction of the VP/COS.
Provides and analyzes data for reporting and ad hoc requests.
Provides support for committees and working groups chaired by the VP/COS.
Participates in meetings as requested, keeps minutes and action items for follow up and to advance coordination among collaborating units.
Involved in communication that may affect bargaining unit conditions, negotiations or grievances among various bargaining unit personnel.
Assists with other tasks and duties as assigned by the President's Office.

QUALIFICATIONS
Bachelor's Degree - or equivalent relevant experience that demonstrates the ability to perform the essential functions of the position.
Valid CA driver's license and insurance.
Five years of experience interpreting administrative or HR policies and procedures.
Five years of progressively responsible administrative support experience.
Ability to interpret policies and procedures; to research best practices to address the unique needs and capabilities of the institution; organize and effectively convey information in a technological environment; analyze, organize and present data and information in a concise and logical manner; establish and maintain cooperative working relationships within an academic environment.
Superior written and oral communication along with interpersonal skills, including the ability to collaborate with multiple constituencies to draft clear and concise reports.
Excellent organizational skills, and the ability to manage multiple assignments and projects simultaneously.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
General knowledge of principles of administration and human resources; trends, best practices and benchmarking in higher education.
Critical thinking and problem solving skills.

Preferred Qualifications
Master's degree.
Experience supporting at a level of Vice President or Dean is highly desirable.
Successful experience in a public, four-year institution of higher education within a collaborative bargaining environment.
Experience or knowledge of the CSU system.

Equity, Diversity, and Inclusion
At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success. ?
We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched theBlack Thriving Initiativerecognizing that Cal Poly Pomona's future as a university must be linked to the success of its Black community.
More information about our campus initiatives can be found on the Office of Inclusive Excellence'swebsite.

Out of State Work
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to https://calstate.policystat.com/policy/10899725/latest/ .

Background Check
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/ .

CSU Classification
This position is not a part of a bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site:https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $4,464 and maximum $10,689 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

Security & Fire Safety
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), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdfandhttps://www.cpp.edu/housing/documents/fire_safety_report.pdf .

Pay Transparency Nondiscrimination
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .

Reasonable Accommodation
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 the ADA Coordinator by email at ******. For more information, go toEmployment Notices .

Equal Employment Opportunity
Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit 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 veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement .

Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.