Executive Assistant to the Vice President of Enrollment Management

Cal Poly Pomona•Pomona, CA

6d•$4,678 - $7,850

About The Position

The Executive Assistant provides confidential, executive-level administrative and analytical support to the Vice President of Enrollment Management and the Division of Enrollment Management. The role independently manages the Vice President’s complex calendar and provides designated calendar support to the Director of Student Systems and Operations. It serves as a primary liaison among the Vice President, division leadership, university departments, campus constituencies, systemwide offices, and external stakeholders, and leads administrative coordination across the division’s offices and programs. The position researches and analyzes confidential personnel, employee-relations, organizational, policy, and operational matters; interprets applicable university, CSU, and contractual requirements; and supports management decision-making. It prepares executive briefings, reports, presentations, correspondence, and other complex materials; coordinates meetings, committees, events, projects, approvals, and division-wide administrative operations; and maintains confidential records and systems that support compliance and accountability. The role also provides lead work direction to designated staff, coordinates assignments and administrative priorities across Enrollment Management, and provides guidance and training on university systems, policies, procedures, and processes. A bachelor’s degree or appropriate professional training and directly related experience, or a qualifying combination of education and experience, is required. The posting specifies four years of progressively responsible administrative and/or professional experience involving policies and procedures, research, analysis, problem-solving, and preparation of recommendations or reports. The position is full-time, probationary, and scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m., unless otherwise notified.

Requirements

Bachelor’s degree, or professional training appropriate to the position and directly related work experience, or a combination of education and experience demonstrating the ability to perform the essential functions.
Four years of progressively responsible administrative and/or professional experience involving application of policies and procedures, research, analysis, problem-solving, and preparation of recommendations or reports.
Working knowledge of the principles and practices of organization, administration, and management.
Ability to interpret and apply policies, procedures, guidelines, and applicable contractual provisions to varied and nonstandard situations.
Ability to independently analyze administrative, personnel, and organizational issues and develop practical, thorough solutions.
Ability to research, gather and analyze information, and prepare clear, concise reports, correspondence, recommendations, and other complex documents.
Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive personnel, employee-relations, and organizational matters.
Ability to work relatively independently, organize and prioritize multiple assignments, and meet established deadlines.
Ability to identify problems, evaluate available information and alternatives, and recommend appropriate courses of action.
Effective oral and written communication, listening, and interpersonal skills when working with employees, managers, university leadership, and external representatives.
Ability to establish and maintain effective working relationships across organizational levels and appropriately handle sensitive situations.
Ability to coordinate work activities, establish priorities, provide guidance, review work against established standards, and identify training needs for designated staff.

Nice To Haves

Four to six years of progressively responsible professional experience in an administrative role with duties relating to finance, human resources, travel, or similar areas.
Four years of experience providing lead work direction, coordinating work, and/or supporting staff activities.
Work experience in a higher education environment, preferably in a Vice President’s or Dean’s Office.
Strong listening, interpretive, and interpersonal skills.
Familiarity with academic policies.
Familiarity with the field of Enrollment Management.

Responsibilities

Provide confidential executive-level administrative and analytical support to the Vice President of Enrollment Management and the Division of Enrollment Management.
Manage the Vice President’s complex calendar and provide designated calendar support to the Director of Student Systems and Operations, prioritizing commitments and resolving conflicts.
Serve as a liaison among the Vice President, Enrollment Management leadership, university departments, campus constituencies, systemwide offices, and external stakeholders.
Gather, analyze, and synthesize information for meetings, planning, and executive decision-making; prepare executive briefings, reports, presentations, correspondence, and other complex or confidential materials.
Coordinate division-wide and systemwide meetings, committees, events, and initiatives involving multiple departments and university partners.
Participate in Vice President Executive Assistant meetings, represent divisional interests as appropriate, and coordinate communication and follow-through on matters affecting Enrollment Management.
Monitor emerging divisional issues and priorities, elevate significant matters to the Vice President, and facilitate follow-through.
Represent the Vice President’s Office in meetings, committees, and university activities as assigned.
Lead administrative coordination for the Division of Enrollment Management, including administrative support to the Director of Student Systems & Operations and the Registrar’s Office, Office of Admissions, Outreach, and Financial Aid & Scholarships.
Gather, research, and analyze information on confidential personnel, employee-relations, grievance, contractual, and organizational issues to support management decisions.
Research, interpret, and communicate applicable university, CSU, and contractual personnel policies and procedures.
Liaise with Human Resources, Payroll, Talent Acquisition, Classification and Compensation, and other university offices on confidential personnel and organizational matters.
Coordinate and track sensitive personnel actions, including position descriptions, classification actions, probationary reviews, performance evaluations, transfers, and employee-relations matters.
Partner with managers to identify staffing and organizational needs and coordinate with appropriate university resources.
Independently research, interpret, and apply university, CSU, divisional, and applicable contractual policies and procedures to complex or nonstandard administrative matters.
Analyze and investigate administrative and operational issues with divisional impact, recommend courses of action, and facilitate resolution of complex and sensitive matters.
Review agreements, contracts, memoranda, personnel documents, and other complex materials for completeness, accuracy, and compliance.
Coordinate executive review, approval, and signature processes for documents requiring Vice President action.
Develop and maintain administrative procedures, tracking mechanisms, records, and systems supporting accountability, confidentiality, compliance, and operational effectiveness.
Maintain confidential records and documentation in accordance with applicable retention, access, and information-management requirements.
Identify and recommend improvements to administrative processes, procedures, and workflows.
Coordinate complex projects and assignments requiring independent judgment, research, analysis, and collaboration across university offices.
Coordinate Vice President’s Office administrative operations, including purchasing, travel, equipment, and other designated needs; prepare required executive administrative documentation, including absence management and designated travel documentation.
Provide lead work direction to the Budget Analyst II and the Administrative Assistant supporting the Associate Vice President for Strategic Initiatives, Enrollment Engagement, and Educational Partnerships.
Coordinate assigned work, provide guidance, monitor completion, review work against standards, and identify training needs for designated staff.
Coordinate administrative priorities and projects with directors, managers, department heads, and administrative staff across Enrollment Management.
Provide guidance and training regarding university systems, policies, procedures, and administrative processes.
Monitor division-wide administrative requirements and facilitate timely completion and follow-through.
Provide administrative guidance and support to designated Enrollment Management staff in resolving operational issues and navigating university processes.