Provost's Office Executive Assistant

CSU Careers•Pomona, CA

6d•Onsite

About The Position

THE DEPARTMENT: The office of the Provost and Vice President for Academic Affairs has responsibility for the management of the academic enterprise of the University with over 1,400 full-time and part-time faculty and a staff of 450, who collectively serve a student population of over 26,000. The student population is served through several areas in central Academic Affairs and ten colleges. Areas in central Academic Affairs include: (1) Office of Student Success (University Advising, Academic Engagement & Success, Learning Resource Center); (2) Academic Programs (Undergraduate Studies, Graduate Studies, Assessment & Program Review); (3) Faculty Affairs (Academic Personnel, Center for the Advancement of Faculty Excellence; and Reserve Officers' Training Corps); (4) Enrollment Management and Services (Student Systems & Operations, Admissions, Financial Aid and Scholarships, Registrar's Office, TRIO Pre-College Programs); (5) Research and Innovation (Research and Sponsored Programs, Research Compliance, Centers and Institutes, Animal Care Facility); (6) Academic Resources (Financial Resources, Space Planning); (7) Academic Planning (Scheduling, Academic Senate); (8) Academic Innovation (Kellogg Honors College, Student Innovation Idea Labs, Career Center Office of Undergraduate Research, Center for Community Engagement); as well as responsibilities for Technology, and Web Development. The ten colleges are (1) Don B. Huntley College of Agriculture; (2) College of Business Administration; (3) College of Education and Integrative Studies; (4) College of Engineering; (5) College of Environmental Design; (6) Collins College of Hospitality Management; (7) College of Letters, Arts, and Social Sciences; (8) College of Science; (9) University Library; and (10) College of Professional & Global Education.

Requirements

Combination - Equivalent to a bachelor’s degree in a related field. Relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
Valid driver's license and insurance
Working knowledge of general administrative practices, programs, and methodologies.
General knowledge of business administration.
Skill in following guidelines and providing input and feedback.
Strong organizational and time management skills to plan, organize, and prioritize work.
Analytical skills to collect, analyze, and summarize data and metrics.
Strong communication and interpersonal skills.
Excellent attention to detail and accuracy.
Skilled in leading, training, and mentoring administrative staff, student employees, and volunteers.
Proficiency in current word processing, spreadsheet, and relevant software applications.
Ability to handle confidential and sensitive information with discretion and maintain strict confidentiality.
Ability to work independently and as part of a team and build relationships with diverse stakeholders.
Flexibility to adapt to changing priorities and deadlines

Nice To Haves

Bachelor's degree in related field and/or three years of upper-level administrative office duties. Experience in administrative support, executive office operations, or a related field that demonstrates the knowledge, skills, and abilities listed above is desirable
Strong analytical skills or ability to develop them.
Ability to understand problems from a broad perspective and anticipate the impact.
Independent work capability.
Proficiency in managing multiple work priorities and projects.
Skill in troubleshooting office administration problems and responding to inquiries and requests.
Knowledge and understanding of CPP policies and procedures.
Thorough knowledge of executive-level office procedures.
Strong writing and editing skills.
Flexibility to react to changing priorities without notice.

Responsibilities

Executive and Office Administrative Support Coordinate and maintain executive calendars for the Chief of Staff and provide scheduling support for the Provost as directed.
Schedule meetings, initiate calendar invitations, confirm logistics, and prepare draft agendas and meeting materials.
Arrange travel logistics including registration, transportation, and lodging in accordance with University procedures.
Prepare routine correspondence, reports, and presentations for review and approval.
Monitor incoming communications to the Provost’s Office and route or respond appropriately.
Schedule golf cart for required maintenance and collaborate with colleges to schedule the use of the golf cart, ensure that person reserving the golf cart is an approved driver.
Arrange for name tags and awards as needed.
Reconcile purchasing card and travel expenses for the Provost’s Office in compliance with University guidelines.
Assist with non-confidential aspects of MPP searches and divisional processes (e.g., logistics coordination, candidate visit scheduling).
Support divisional leadership meetings by preparing materials and coordinating follow-up items.
Provide support to the Chief of Staff (for non-confidential administrative support) including scheduling meetings and triaging walk-ins to the office.
Primary Point of Contact & Front Office Operations: Serve as the first point of contact for visitors, faculty, staff, students, and external partners contacting the Provost’s Office.
Provide accurate information regarding Academic Affairs policies and procedures and route inquiries appropriately.
Manage incoming phone calls, emails, and walk-ins with professionalism and discretion.
Maintain the Provost’s Office conference room scheduling via 25Live and approve internal reservations.
Oversee front office operations, including office supplies, service requests, IT coordination, and equipment maintenance.
Develop and maintain standard operating procedures (SOPs) for front desk and executive assistant functions.
Administrative & Operational Coordination: Process expense reports, invoices, travel documentation, and financial transactions in accordance with CSU and University policies.
Serve as a resource to divisional administrative staff regarding travel submissions and ServiceNow workflow tracking.
Assist with onboarding new MPPs, coordinate with appropriate staff for ordering computers, keys, and new processes.
Assist and back-up for review and upload travel documentation and ensure completeness prior to executive review.
Assist with maintaining Academic Affairs web content and ensure periodic review of web materials for accuracy.
Maintain shared electronic filing systems and records management processes.
Collaborate with college and divisional administrative staff to improve administrative workflows and communication processes.
Event and Program Coordination: Coordinate logistics for meetings and events hosted by the Provost’s Office, including catering, RSVP tracking (Eventbrite), parking, signage, and materials.
Support the Provost’s Awards for Excellence process, including coordinating application tracking, assisting with committee logistics, and supporting the annual symposium event.
Accountable for the workflow and tracking priorities.
Assists the chair with meetings, coordinating the nominees, and tracking nominee applications.
Coordinates the annual Provost's Awards Symposium.
Collaborates with StratComm and Media Vision for announcements and recording the awardees.
Collaborate with Academic Affairs Forum committee for award presentations.
Arrange conference room setups and coordinate audiovisual needs as required.
Coordinate meetings and events hosted by the Provost's Office.
Create Eventbrite and RSVP lists.
Order catering Arrange for parking.
Assist with creating flyers, decorations, signage, etc.
Assist with check-in for registered participants.
Lead Work Direction & Backup Support Also assists with regular office duties including, but not limited to: Provide lead work direction and training to 1–2 student assistants.
Serve as backup to the Administrative Analyst/Specialist for divisional travel coordination and related administrative functions.
Assist in updating organizational charts, web content, and internal documentation as directed.
Assist with office projects and special assignments as directed.