Executive Assistant to Dean

at  California State University

Job no: 545599
Work type: Staff
Location: Long Beach
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

JOB SUMMARY

Under the general supervision of the Dean of the College of Business (COB), the incumbent performs assignments that are administrative, technical, and problem solving in nature involving a wide variety of complex, sensitive, and confidential matters related to the Office of the Dean.

KNOWLEDGE SKILLS AND ABILITIES

Excellent interpersonal skills and oral communication. Excellent written skills in drafting and editing correspondence, reports, and documents. Ability to rapidly learn and keep abreast of university policies and procedures as they relate to academic unit operations. Ability to develop computer spreadsheets. Ability to plan, schedule, and coordinate diverse activities. Ability to analyze difficult problems, develop innovative solutions, and make sound decisions independently. Ability to handle confidential matters with discretion. Ability to create and maintain a positive working relationship between the office of the Dean and the community. Ability to work effectively with faculty, students, and staff from diverse ethnic, cultural, and socioeconomic backgrounds.
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).

• Provide administrative support to the Dean - Maintains the calendar of the Dean and the Associate Dean for Accreditation. Creates and updates Master Calendar of events for Dean’s Office activities (on-line and posting of hard copies). Schedules appointments and plans meetings for the Dean and disseminates information to faculty, staff, and students. Schedules rooms for meetings, events, workshops for CBA, and CSULB organizations on and off campus groups and guests as requested. Prepares agenda and minutes and arranges for refreshments if necessary. Assures proper distribution of agendas for Faculty & Staff Assembly meetings and suggest agenda items as appropriate.
• COB Communications Specialist - Assists in gathering information on notable COB events and accomplishments as well as helps assemble newsletters, and other communication pieces, such as Dean’s update and other college reports. Write, edit, and proofread content for website, news articles, and other college communications for COB.
• College Event Coordinator - Coordinates college events with campus event planning offices to ensure university protocols and guidelines are followed. Serves as COB parking coordinator to ensure guests have parking and responsible for tracking college parking codes.
• COB commencement Coordinator - Organizes COB commencement with appropriate campus office leading commencement (University Relations and Development) and attends university wide commencement meeting. Responsible for leading COB commencement planning and ensures university protocols and guidelines are being followed.