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Job Requirements of Executive Assistant to the VP for EMSS and Division Activities Coordinator:
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Employment Type:
Full-Time
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Location:
Humboldt, IA (Onsite)
Do you meet the requirements for this job?
Executive Assistant to the VP for EMSS and Division Activities Coordinator
Apply now Job no: 544721
Work type: Staff
Location: Humboldt
Categories: Confidential, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Position Summary:
Under the general supervision of the Vice President for Enrollment Management and Student Success, the Executive Assistant is responsible for providing administrative support to the Vice President, as well as providing advice and leadership throughout the Division and overseeing activities for key parts of the Division. The Executive Assistant oversees a wide range of complex and confidential administrative and clerical support duties to the Vice President for EMSS and acts as a fully integrated member of the EMSS Lead Team; performs and supervises a wide variety of projects, programs and events; serves on Division and University committees as assigned.
Key Responsibilities:
Administrative Support, Liaison, and Advisor – 30%
- Receives and prepares sensitive and/or confidential correspondence and other communications.
- Maintains confidential paper and electronic filing systems within the VP’s office.
- Serves as primary contact person for Enrollment Management & Student Success Division, providing information and making referrals.
- Acts as key advisor for the Enrollment Management Major Budget Units as assigned.
- Arranges and calendars meetings and events for the VP, and other Division administrators as needed.
- Manages vacation calendar for division leadership team, ensuring leadership coverage, and oversees assignment and notice of Acting VP duties to another leader when the VP is away.
- Makes travel arrangements and completes travel reimbursements for the VP and supports travel training for the EMSS Lead Team.
- Maintains division's website and Portal content.
- Takes notes/minutes at VP-led meetings as needed.
- Supports the VP’s involvement in and development of documents related to meet and confer processes related to EMSS units.
Office and Events Coordination – 20%
- Supports and coordinates general VP office activities and provides all reception services within the VPs office.
- Ensures coverage of VP’s office during regular business hours.
- Plans, coordinates, and implements division & lead team meetings, retreats, workshops, EMSS special events, and other activities.
- Proposes and plans EMSS division activities and events focused on enhancing morale, team recognition, and milestone celebrations.
- Manages and tracks availability of catering in-kind funds in support of division special events.
- Handling sensitive and highly confidential information.
- Works directly with students/staff/faculty regarding appointments & questions regarding sensitive issues including complaints, grievances, and student conduct concerns.
- Works closely with other VP Assistants and the Office of the President and provides back-up support to those executives as needed.
- Processes unit personnel records for hiring, orientation, and separation in support of the VP’s personnel tasks.
- Provides drafting/editing support for documents related to hiring, personnel actions, and grievances.
- Provides training and guidance to Administrative Support Coordinators and other administrative support personnel within the division, as well as student employees.
- Manages student payroll processing and submission for EMSS Major Budget Units as assigned.
- Makes recommendations to the VP on employee staffing issues.
- Collects confidential information from VP files, phone/text records and email/computer files in response to legal holds, litigation requests and/or public records requests.
- Assists the VP with bargaining-related document response and editing, such as responses to system attorneys in relation to PERB charges or employee grievances, or the development of staffing continuity plans in the case of work stoppage or strike activity.
Budgetary/Purchasing and Analysis:
- Works closely with EMSS budget analyst and stakeholders within Admissions, Registrar, Financial Aid, the DoS office and Cultural Centers to make purchases and manage Pcard reconciliation.
- Researches policies and procedures and advises VP on the development of new processes procedures and policies within the division.
- Coordinates multiple large and/or complex special projects.
Other duties as assigned – 5%
Knowledge, Skills, and Abilities Associated with this Position Include:
- Must have a basic foundational knowledge of the principles of organization, administration, and management.
- Ability to analyze and find solutions to problems.
- Ability to work independently.
- Ability to communicate effectively.
- Ability to write clear and concise reports.
- Experience building and sustaining collaborative working relationships with a variety of individuals from diverse backgrounds.
Minimum Qualifications:
- A basic foundation of knowledge of the principles of organization, administration and management.
- The ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports.
This foundation would normally be obtained through a bachelor’s degree or professional training program specific to the position (e.g. Certified Public Accountant) and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.
Preferred Qualifications:
- Five years of progressively responsible professional experience in higher education.
Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:
- Letter of Interest
- Resume or Curriculum Vitae
- Contact information for at least three professional references
Application Deadline: The deadline to submit application materials for first review is Thursday, January 9, 2025. This position is open until filled.
For inquiries about this recruitment, contact
or Cal Poly Humboldt’s Human Resources Office at#J-18808-Ljbffr
Recommended Skills
- Certified Public Accountant
- Communication
- Confidentiality
- Editing
- Finance
- Human Resources
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