Executive Assistant to the VPBFA & Coordinator for Strategic Initiatives

California State University•Allen, TX

11d•$7,084 - $7,667

About The Position

This position provides confidential administrative support to the Interim VPBFA and serves as a primary point of contact for the office. It also provides administrative support to the Executive Director of Budget, Resource Planning and Analysis and their team. The role involves coordinating strategic initiatives and projects, managing timelines, and ensuring timely follow-through on divisional priorities and institutional initiatives. Additionally, the position serves as the Public Records Access Coordinator and Policies and Procedures Administrator for the division.

Requirements

A bachelor’s degree is required.
Five years of increasingly responsible secretarial and administrative work experience for a high-level administrator; or a combination of a master’s degree with two years of experience in higher education.
Excellent writing skills and thorough knowledge of English grammar, spelling, and punctuation.
Advanced and comprehensive knowledge of administrative office procedures, including a general understanding of public meeting guidelines.
Professional telephone manner and appearance and excellent customer service skills.
Familiarity with computers and office equipment.
Knowledge of Microsoft Outlook, Word, PowerPoint and Excel.
Ability to perform mail merges and create and maintain spreadsheets.
Ability to perform duties with minimal supervision.
Ability to produce accurate and quality work.
Good work habits, organizational skills, and keen attention to detail.
Adaptable, forward thinking, with strong numerical and analytical skills.
Ability to work with diverse student populations, as well as faculty and staff.
Ability to handle multiple tasks simultaneously, work independently, prioritize workload, and meet deadlines.
Ability to take initiative, think critically and use sound judgment in completing tasks.
Able to interpret and apply a variety of complex policies and procedures.
Able to use effective interpersonal and problem-solving skills with foundational knowledge of public administration principles, practices, and methods.
Must be trustworthy and reliable in the handling of confidential materials and information.
A background check (including a criminal records check) must be completed satisfactorily.
Must comply with CSU Executive Order 1107 revised March 24, 2017 as a condition of employment (Campus Security Authority role).
Must comply with CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment (mandated reporter).
Applicants must be authorized to work for any employer in the United States.
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years.

Responsibilities

Confidential administrative support to the Interim VPBFA, including calendar management, record keeping, and serving as a primary point of contact.
Reviewing and responding to office mail, and conveying communications with discretion.
Coordinating domestic travel requests and expense reimbursements.
Reviewing and approving divisional communications for distribution.
Collecting and distributing meeting materials, and taking the lead in planning and organizing division-wide meetings, events, and activities.
Tracking action items, monitoring progress on leadership priorities, and ensuring timely implementation of decisions and initiatives.
Serving as an active member of the Cabinet Support Team (CST) to support cross-division communication.
Conducting business with professionalism, discretion, and confidentiality, understanding the University's mission and vision.
Working with public officials, community members, and business leaders, nurturing positive relationships.
Handling interpersonal interactions with tact and diplomacy, and managing sensitive personnel matters.
Fostering collaboration among administrative professionals within the Division.
Providing administrative support to the Executive Director of Budget, Resource Planning and Analysis and their team.
Assisting in preparation for Strategic Resource Planning Committee meetings, including scheduling, space reservation, agenda content, and communication.
Serving as a point of contact for facilities and IT work orders, and ordering supplies.
Coordinating cross-campus scheduling, especially with executive leadership.
Serving as a strategic administrative partner to the VPBFA, advancing divisional priorities and institutional initiatives.
Proactively identifying issues, coordinating solutions, and ensuring timely follow-through on strategic initiatives.
Supporting executive decision-making through research, analysis, and briefings.
Managing project timelines, deliverables, and stakeholder communication for strategic initiatives.
Providing administrative support and coordination for the Strategic Resource Planning Committee (SRPC) in partnership with the office of the Provost/Vice President for Academic Affairs.
Assisting with the development of the annual planning and SRPC meeting schedule, preparing materials, and taking minutes.
Regularly updating the SRPC website and ensuring committee appointments are coordinated.
Preparing presentations, overseeing survey development, execution, and reporting.
Performing research, gathering and analyzing data, and creating reports using spreadsheets.
Composing and editing correspondence, reports, and presentations.
Coordinating a variety of projects from start to finish, and providing content for and ensuring maintenance of the divisions' websites.
Maintaining divisional organizational charts and managing the process of collecting annual workplans.
Keeping direct reports informed and on task, and compiling the Division annual report.
Developing, implementing, and maintaining operational procedures, standard operating procedures (SOPs), and administrative workflows.
Identifying opportunities for process improvement and operational innovation within the Division.
Coordinating cross-functional projects involving multiple departments and campus partners.
Serving as the custodian of records, maintaining files, signature delegations, contracts, agreements, policies, and procedures.
Overseeing the maintenance of division and department organizational charts, board and committee materials, and contact lists.
Tracking and coordinating office/facility logistics and moves, acting as the liaison with Facilities Services.
Assisting in crisis response.
Assisting with personnel and payroll transactions, acting as office timekeeper.
Directing the work of student assistants.
Preparing financial, procurement, and employment requisitions, and ensuring timely completion of conflict-of-interest forms.
Assisting with employee and executive-level recruitment and separation.
Maintaining memberships in professional organizations.
Monitoring expenditures, analyzing financial trends, and preparing budget reports and recommendations.
Reconciling procurement card transactions, travel expenditures, memberships, and other operational accounts.
Serving as the Public Records Access Coordinator for campus-wide Public Records Act requests, adhering to legal compliance requirements and consulting with University Counsel.
Actively managing the process to gather records and redact documents when required, and maintaining timely communications with University Counsel, Risk Manager, and department managers.
Acting as reviewer and collector of proposed policy/procedure documents from VPBFA direct reports for submission to leadership.
Engaging in the process of working with the Presidents' Planning and Policy Council (PPPC) to identify policies due for review, updating and finalizing them with policy owners and divisional leadership.
Creating administrative details as directed.
Performing other related duties as assigned.