Executive Assistant to the Dean

California State University, Long Beach•Long Beach, CA

1d•$4,799 - $6,992•Onsite

About The Position

Under the supervision of the Dean, the Executive Assistant provides office support to the Dean's Office and serves as the first point of contact for COTA visitors, administrators, faculty, staff, and students. The role performs complex and sensitive assignments requiring initiative, confidentiality, independent judgment, and knowledge of campus policies and procedures. It involves organizing and prioritizing multiple projects and tasks, meeting critical deadlines, maintaining attention to detail and accuracy, and being accountable for results, processes, and document submissions. The position is in the COTA Admin department and is a temporary, one-year appointment with no permanent status granted; the assignment may expire before its stated end date. It is a 1.0 time-base position of 40 hours per week. The position is classified as Executive Assistant I. The hiring range is $4,799–$4,895 per month, while the CSU classification salary range is $4,799–$6,992 per month. Salary placement depends on education, experience, qualifications, internal equity, and the hiring department’s fiscal resources. Employees appointed at least half-time for more than six months and one day may be eligible for benefits, subject to appointment type, classification, and applicable bargaining agreement. Potential benefits include paid time off, medical, dental and vision coverage, retirement plans, tuition fee waiver programs, employee assistance services, wellness programs, professional development, and insurance options. The role requires an equivalent of a bachelor’s degree in a related field. A valid California driver’s license is preferred. The work is sedentary, mainly involving sitting, with minimal walking and standing and lifting limited to lightweight objects of 10 pounds or less. Employees must reside in California upon hire and complete a satisfactory background check.

Requirements

Equivalent to a bachelor’s degree in a related field.
Effectively communicate with a wide range of constituents, including campus executives and students.
Proficiently use Office software, including Excel, Outlook, Word, and PowerPoint.
Communicate with an ethnically and culturally diverse campus community.
Follow university policies, procedures, and guidelines, including those concerning safety, civility, information security, and nondiscrimination.
Organize and prioritize multiple projects and tasks, meet critical deadlines, and maintain attention to detail and accuracy.
Exercise initiative, confidentiality, and independent judgment in handling complex and sensitive assignments.
Satisfactory completion of a background check is required for employment.
Reside in California upon date of hire.

Nice To Haves

Valid California driver’s license preferred.

Responsibilities

Prepare, distribute, and maintain correspondence, reports, proposals, and files for the Dean.
Maintain the Dean’s calendars, make travel arrangements, schedule meetings, and screen calls.
Distribute and follow up on university, college, and departmental projects and proposals to ensure timely submissions, coordinating with the Faculty and Student Support Coordinator.
Support the general operations and initiatives of the Dean’s Office.
Greet visitors and answer the general Dean’s Office phone extension.
Assist in selecting, training, and supervising Dean’s Office student assistants.
Maintain and coordinate RTP processes and tenure-track searches, ensuring paperwork and documents are completed on time and according to policy.

Benefits

Up to 24 vacation days per year, depending on employee group and/or length of service.
14 paid holidays.
12 sick days annually with unlimited accrual.
Medical, dental, and vision plans.
CalPERS defined benefit retirement plan and voluntary 403(b), 401(k), and 457 savings plans.
Tuition fee waiver programs for eligible employees; dependent eligibility varies by employee group and bargaining unit.
Employee Assistance Program with confidential counseling and support services for employees and their families.
Wellness programs.
Professional development opportunities.
Life, disability, and pet insurance options.