Executive Assistant to the Vice President

California State University, Northridge•Los Angeles, CA

4d•$4,687 - $11,223•Onsite

About The Position

Under general supervision, the Executive Assistant to the Vice President for Student Affairs and Dean of Students provides confidential administrative support, coordinates executive schedules and events, processes student records subpoenas, addresses complex student concerns, and supports divisional operations, communications, and compliance activities. The position manages the VPSA/DOS calendar using Microsoft Outlook, prepares routine and confidential correspondence, and serves as the Student Records Custodian’s designee to review subpoenas, interpret their scope, meet regulatory requirements, and request, process, and produce redacted documents in a timely manner. It also coordinates submission and vetting of the division’s Business Continuity Plans, including testing, monitoring, and compliance reporting, and performs other duties as assigned. The position is regular, full-time, and requires 40 hours per week, Monday through Friday. It is physically based on campus in Northridge and is not telecommute. The role has a two-year probationary period.

Requirements

Equivalent to graduation from an accredited four-year college or university.
Equivalent to three years of full-time, relevant, progressively responsible administrative experience.
Exceptional organizational and time-management skills for coordinating executive calendars, meetings, travel arrangements, and competing priorities.
Sound judgment, discretion, and professionalism in handling confidential personnel information, sensitive student records, and complex administrative matters.
Strong written and verbal communication skills, including the ability to prepare executive correspondence, reports, and presentations and interact effectively with diverse campus stakeholders.
Knowledge of university policies, student records confidentiality requirements, regulatory compliance, and administrative procedures.
Proficiency in Microsoft Office Suite, Adobe Acrobat Pro, student information systems, and electronic records management applications.
Strong analytical, research, and problem-solving abilities to address complex student concerns, coordinate university initiatives, and recommend effective solutions.

Responsibilities

Manage the calendar of the Vice President for Student Affairs and Dean of Students using Microsoft Outlook.
Prepare routine and confidential correspondence on behalf of the VPSA/DOS.
Serve as the Student Records Custodian’s designee; review subpoenas for legitimacy, interpret their scope, comply with regulatory requirements, and request, process, and produce redacted documents in a timely manner.
Coordinate the submission and vetting process for the division’s Business Continuity Plans, including testing, monitoring, and reporting on compliance.
Address complex student concerns and support divisional operations, communications, and compliance activities.
Perform other duties as assigned.