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Confidential Administrative Support III - 12 Month
San Luis Obispo, CA
Posted Mar 20, 2013 by Cal Poly, San Luis Obispo
Category: Secretary and Administrative Assistants


Cal Poly, San Luis Obispo

Confidential Administrative Support III - 12 Month

Requisition Number

Regular / Temporary

Working Title
Executive Assistant to the President

Full / Part Time

President's Office

College / Division

Salary Range
$4,978 -$10,011 per month, plus any negotiated salary increase.

Pay Basis

Pay Plan

Position Description

San Luis Obispo, a city of 44,000, is located 12 miles from the Pacific Ocean and midway between San Francisco and Los Angeles on California's scenic Central Coast. The city has a small but vibrant downtown area. The Central Coast boasts many high quality wineries, beaches, art galleries, live music events, farmer's markets and other excellent public education resources and recreational facilities. The area has an outstanding climate, with an annual average temperature of 70.2 degrees.

The President is the chief executive officer of the university and is responsible for the entire university and its effective functioning. The Provost and Vice President of Academic Affairs, Vice President for Administration and Finance, Vice President for Student Affairs and Vice President for University Advancement all report directly to the President. The University Legal Counsel, , Senior Advisor to the President for Outreach and University Ombuds also report directly to the President.

The President's immediate office staff includes: the Chief of Staff, Director of Communications, Executive Assistant, Assistant for Presidential Events and Programs, Assistant to the Chief of Staff, Operations Coordinator, and Administrative Assistant.

Reporting directly to the Chief of Staff, this position acts as assistant to the President in matters related to the President's projects and time administration, including coordination of special events, facilitation of Presidential initiatives and programs, management of the President's professional calendar and schedule, and representing the President in the planning of selected Presidential and university events. Additionally the position oversees the day-to-day operations of the Office of the President, providing direction to an administrative staff consisting of Assistant for Presidential Events and Programs, Operations Coordinator, and Administrative Assistant. The Executive Assistant to the President is also the primary liaison for the President's spouse for the coordination of calendar and interactions on behalf of the university.

Job functions include the following:

Assign tasks and work priorities to President's office staff; evaluate staff performance and office organizational procedures.

Assess the relative significance of day-to-day events, correspondence, phone calls, inquiries and requests for the President's time and attention.

Work independently and with the President's Office staff to provide the President, in a timely manner, with appropriate briefing materials, issue analyses and summaries of information necessary for meetings, conferences, communications or phone calls requiring the participation of the President.

Assign appropriate priorities to projects and tasks and requests for the President's time and attention.

Review, prioritize and consult with the President's spouse on university activities and calendar, specifically related to university and community relations.

Plan and organize own work and implement good office practices.

Communicate and interact effectively (verbally and in writing) with persons in senior positions of authority within and outside of the university, as well as with faculty, staff, students, alumni and members of the general public.

Supervise planning and coordination of major university and presidential events; ensure observance and implementation of university protocol by other divisions and departments within the university.

Function effectively as a member of the President's office team, including close working relationships with the Chief of Staff, Director of Communications, Assistant for Presidential Events and Programs, Assistant to the Chief of Staff, Operations Coordinator, and Administrative Assistant .

Minimum Qualifications (Staff Only)

Five years of progressively responsible experience as secretary, executive secretary or staff assistant. Bachelor's degree or equivalent combination of education and experience. Graduate degree preferred or combination of education and experience involving staff support and interaction with senior academic and/or corporate officers.

LICENSES, CERTIFICATES, DEGREES, CREDENTIALS: Possession of a valid driver's license or the ability to obtain by date of hire.
Required Qualifications / Specialized Skills
Highly developed ability to demonstrate sound judgment, credibility, maturity and integrity. Ability to act in a highly discreet manner in the conduct of his/her responsibilities.
Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities and to respond appropriately to conflicts and problems.
Demonstrated ability to maintain a high degree of confidentiality in the performance of duties. Administrators, faculty and staff throughout the university must rely upon, and have confidence in, the ability of the incumbent to maintain a high degree of confidentiality, exercise discretion and be able to effectively and faithfully represent the President.
Strong knowledge of organizational and management structures.
Thorough knowledge of presidential duties and priorities and knowledge of the functions of the President's office.
Advanced ability to interpret, communicate and apply policies and procedures.
Strong ability to understand and take into account university and Presidential priorities in responding to requests for the President's time and attention and in maintaining the President's professional calendar.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Superior ability to independently develop and implement research assignments, including collection, analysis and reporting of data.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing. Thorough knowledge of English grammar, spelling and punctuation.
Demonstrated ability to communicate and interact discreetly and effectively with senior university officials and persons in senior positions outside the university. Ability to instill confidence in administrators, faculty and staff throughout the university that important issues will be relayed to the President, and that timely and appropriate follow up will occur on a wide range of issues and matters.
Demonstrated ability to initiate, establish and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the university with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Ability to develop event programs based on knowledge of university protocol and donor relations. Ability to plan multiple levels of events and assemble cross functional teams to coordinate a varied scope of events ranging from small, single events to large, multi-event gatherings. Must be able to work effectively with the President, the President's spouse, university and foundation staff, CSU staff and off-campus resource providers.
Knowledge of communications strategies and ability to manage production of communications materials. Must be able to work effectively with professionals in communications, graphics and production.
Very strong office management and clerical skills.
Ability to organize, plan and supervise an office team in a fast-paced environment, with frequent interruptions and multiple levels of activity and priorities.
Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
Demonstrated ability to use desktop publishing applications.
Mastery of other office skills, including typing, dictation, budget management, filing and record keeping.
Working knowledge of or ability to quickly learn university infrastructure, policies and procedures.
Preferred Qualifications / Skills
Graduate degree.
Proficiency in both the Microsoft and Apple Operating Systems.
Proficiency in the Microsoft Office Suite.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

Special Conditions (Staff)
Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.

Must be willing to travel and attend training programs off-site for occasional professional development.

Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs. Weekend and evening work is required for specific university functions throughout the year.

May be called back periodically to perform work as needed on an emergency basis.

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 as a condition of employment.

Must be able to successfully pass a pre-employment background/fingerprint check.

This position classification has been defined as "Exempt" and is not subject to the overtime provisions of the Fair Labor Standards Act (FLSA).

Pre-Employment Conditions (Staff)
Background / Fingerprint

Review Begin Date

How to Apply
To apply, visit WWW.CALPOLYJOBS.ORG to complete the required online staff application and apply to requisition #102808. Applicants will have the option of attaching a Cover Letter, Resume and three Letters of Recommendation via the online employment system. Applicants needing computer/internet access may contact Cal Poly Human Resources at: (805) 756-2236, for information on available resources. Cal Poly is strongly committed to achieving excellence through cultural diversity & actively encourages applications of all qualified individuals. EOE

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