Executive Assistant to the Vice President of Enrollment Management

CSU Careers•Pomona, CA

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, provides designated calendar support to the Director of Student Systems and Operations, and serves as a primary liaison among division leadership, university departments, campus constituencies, systemwide offices, and external stakeholders. It anticipates executive needs and prepares briefings, reports, presentations, correspondence, and other complex or confidential materials to support meetings, planning, and decision-making. The position serves as the lead administrative coordinator for the Division of Enrollment Management, coordinating administrative activities, priorities, communications, and operational needs across Student Systems and Operations, the Registrar’s Office, Admissions, Outreach, and Financial Aid & Scholarships. It handles confidential personnel and organizational matters; researches, interprets, and applies university, CSU, divisional, and applicable contractual policies; analyzes complex administrative issues; and supports compliant, effective operations. It also coordinates division-wide and systemwide meetings, committees, events, and initiatives, oversees assigned administrative processes and documentation, coordinates operational needs for the Vice President’s Office, and provides lead work direction and administrative guidance to designated staff. The Division of Enrollment Management provides strategic leadership and operational support across the university’s enrollment lifecycle, from prospective student outreach through degree completion. Its areas include Admissions, Financial Aid & Scholarships, the Registrar, Student Systems and Operations, and Outreach, Recruitment & Educational Partnerships. The division supports access, enrollment, persistence, and student success while advancing university enrollment goals and strategic priorities.

Requirements

Bachelor’s degree, professional training appropriate to the position and directly related work experience, or a combination of education and experience demonstrating 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 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.
Ability to communicate effectively orally and in writing and use effective listening and interpersonal skills 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.
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.
Independently manage the Vice President’s calendar and provide designated calendar support to the Director of Student Systems and Operations, prioritizing commitments and resolving conflicts.
Serve as a primary liaison among the Vice President, division leadership, university departments, campus constituencies, systemwide offices, and external stakeholders.
Gather, analyze, and synthesize information for executive meetings, planning, and decision-making; prepare and coordinate 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, supporting Student Systems and Operations, the Registrar’s Office, Admissions, Outreach, and Financial Aid & Scholarships.
Gather, research, and analyze information on confidential personnel, employee relations, grievances, contractual matters, 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 university resources; provide relevant information, analysis, and options on sensitive matters.
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 and recommend appropriate courses of action.
Resolve or facilitate resolution of complex and sensitive matters by identifying applicable requirements, resources, and university partners.
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 that support 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 and coordinate 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 work, provide guidance, monitor completion, review work, and identify training needs.
Coordinate administrative priorities and projects with directors, managers, department heads, and administrative staff across Enrollment Management.
Provide guidance and training on 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 staff in resolving operational issues and navigating university processes.