Cal State LA Careers

Administrative Assistant

Apply now Job no: 527838
Work type: Staff
Location: Los Angeles
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

As part of our equity and diversity commitment and continuing effort to offer career ladder opportunities to our employees, the following position is being offered as a promotional recruitment effort. Only current state staff on-campus may apply.

Job No: 527838; 05/17/2023

Administrative Assistant
Administrative Analyst/Specialist Non-Exempt
Information Technology Services

Salary Range: $3,518 - $6,791/Monthly

Work Schedule: Full-Time, Monday - Friday, 8:00 a.m. to 5:00 p.m.; non-exempt classification.

Essential Functions: Under the general direction of the Associate Vice President (AVP) for Information Technology Services (ITS), the incumbent provides direct administrative support to the Associate Vice President and ITS projects and programs.  This position requires political acumen, exceptional communication skills, extensive administrative experience, and demonstrated ability to analyze and initiate effective resolution of unusual or exceptional situations with limited supervision; designs, manages, develops, and administers systems for managing information, projects, and communications throughout the unit; functions with a high degree of autonomy. Incumbent acts independently and without direct supervision to interpret scope, schedule timelines, assign tasks, manage progress, correlate results, and submit administrative assignments including, but not limited to, projects, strategic and tactical plans, surveys, audits, Chancellor’s Office responses, and personnel administration.  The incumbent takes notes for various meetings as needed.  Incumbent provides leadership and staff support to all the division areas and supervises the support staff and student assistant(s) in the AVP/ITS office.  In addition, the incumbent coordinates internal and external events. As the senior administrative face and voice for the AVP/CIO, exercise tact, discretion, and diplomacy to ensure concise and effective communications and understanding with a diverse staff at all levels and manage internal/external inquiries and requests regarding information of a complex nature. On behalf of the AVP/CIO, interact with internal and external personnel on significant issues requiring coordination across organizational lines within Cal State LA and collaborating institutions. Prepare, compile, and coordinate agendas, emails, letters, presentations, bios and other associated materials in advance of critical meetings. Use judgment to determine what documents and information will be needed, and articulate critical information to appropriate parties in advance of meetings. Coordinates the daily activities/calendar/travel and events of the AVP/CIO. Initiates and takes the lead on certain activities as appropriate. Oversees the day-to-day operations and services of the AVP/ITS office to ensure quality service to both internal management and staff and campus constituencies. Apprises the associate vice president and managers of all important and priority action items, calendars critical response deadlines, and monitors time to completion. Anticipate and resolve logistical issues that may arise given the AVP/CIO's extremely busy schedule and rapidly changing priorities. Assists the associate vice president with the response, follow-up, and coordination of various reports and documents. Using independent judgment, determine and communicate schedule priorities in managing the AVP/CIO's extensive and regularly shifting calendar, including managing multiple people's calendars. Coordinate meetings and travel. This includes contacting meeting participants to confirm agendas, locations, and all details, and completion of reports. Makes high-level contacts of a sensitive nature with internal and external individuals, requiring a high level of discretion and diplomacy. Maintains confidentiality of all personnel and research matters. Reviews and assigns action items and materials that other managers can handle; may handle action items independently. Works closely with the ITS associate vice president, directors, and managers to develop a culture and framework that focuses on quality customer experience. Recommends new policies, procedures, and security measures, when necessary. Establishes, writes, and maintains internal ITS operating procedures. Manages the AVP/ITS office: selects, trains, and evaluates clerical staff and student assistants; prepares work schedules to ensure the office is adequately covered; designates work assignments, determines priorities, and provides guidance and assistance to clerical staff. Hire student assistants for the AVP office and trains them to process forms and provide customer service. Maintains an archival schedule to purge documents at the end of their functional life.  Takes independent action to remove and securely destroy dated materials. Ensures confidentiality of ITS employees’ personal information is secured at all times.  Takes appropriate action to ensure the confidentiality of sensitive documents and information handled by the ITS office. Ensures that any printed data containing confidential information is handled, accessed, stored, and destroyed securely. Notifies the associate vice president and IT Security of any reported security breaches or threats. Manages all business processes that require an ITS response, e.g., surveys, Chancellor’s Office memorandums, Executive Orders, audits, and the like.  Interprets scope, schedules timeframes, assigns tasks, manages progress, correlates results, and submits final response prior to the deadline. Serves as recording secretary to the University Accessibility Technology Initiative (ATI) Committee. Assembles or participates with project teams to develop and implement strategies for changing administrative services. Participates in the ITS disaster recovery in the event of a catastrophic loss of campus systems. Participates in the ITS business continuity effort during a catastrophic event. Researches and recommends new or modified procedures, services, and additional resources to maximize the AVP/ITS front-office effectiveness. Seeks training, workshops, and professional development opportunities for continued formal learning. Reads journals, magazines, and websites to stay informed. Improves the quality of service provided by staff and student assistants by providing leadership training, coaching, and intervening when necessary. Sets high professional standards for staff and colleagues to follow. Other duties as assigned.

Required Qualifications & Experience: Bachelor’s degree from a four-year accredited college or university and/or equivalent training and administrative work experience. Three years of progressively responsible experience. Experience managing multiple projects at one time, involving complex management issues in a large organizational context. Experience using Outlook 365 mail. Experience assisting users and providing quality customer service. Experience and knowledge of CSU and CSULA procedures and policies for human resource management, procurement, budget, accounting, property, facilities, and safety. Knowledge of state and federal laws and regulations affecting the handling, access, storage, and disposal of Levels 1 and 2 confidential and personal data. Thorough knowledge of CSULA policies and procedures for all network and administrative systems accounts. Proficiency with computers using Microsoft Windows and Microsoft Office, including PowerPoint and Visio. Good interpersonal relations and teamwork skills. Excellent listening, writing, note-taking, and oral communication skills. Must be a self-starter, work autonomously, and takes the initiative with minimal supervision. Ability to: work in a deadline-oriented, fast-paced environment while independently and effectively establishing and changing workload priorities in a shifting work environment using initiative, sound judgment, and understanding of the tasks; work effectively, independently, and collaborate effectively with others to accomplish unit tasks, initiatives, and projects; establish and implement complex administrative practices and procedures; maintain a high level of accuracy when performing tasks; and learn new concepts quickly. The incumbent must have a demonstrated interest and/or ability in working in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.

 

California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Desired Qualifications: Experience coordinating and managing all aspects of small- to medium-sized projects; experience working in higher education; working experience in an IT organization; experience coordinating and managing all aspects of small- to medium-sized projects is preferred.

Closing Date: Review of applications will begin on 5/31/2023 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 revised July 21, 2017, as a condition of employment.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women and persons with a disability to apply.  Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship.  We are an Equal Opportunity/Title IX Employer.

To obtain employment information for the impaired call:
TDD Line (323) 343-3670
24-hour Dial-A-Job Line (323) 343-3678

Advertised: Pacific Daylight Time
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