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Career Opportunities

Assistant to the Vice Provost (Administrative Analyst/Specialist, Non-Exempt), Internal Only

Apply now Job no: 504871
Work type: Staff
Location: Dominguez Hills
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

Position Information     

This is a full-time, permanent (probationary) position.

This is an 'On-Campus Only' Recruitment.  Qualified applicants must be current employees of CSUDH.

Conditions of Employment         

Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

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.

Application Deadline & Salary Information         

The application deadline is: Monday, September 27, 2021. 

The salary range for this classification is: minimum $3,288 - maximum $6,347 monthly.

Major Duties

Under the general supervision of the Vice Provost, the Assistant to the Vice Provost is responsible for a variety of administrative, technical and analytical duties of limited to moderate complexity which includes: organizing the Vice Provost's time and work, developing committee structures and business processes, evaluating and synthesizing information from multiple sources, and providing feedback to the Vice Provost on courses of action. The position sets agendas and tracks follow-through for meetings of the Associate Deans, University Student Learning Outcomes Committee, the Grade Appeals Committee, and the Academic Affairs Facilities and Space Committee. The incumbent handles significant and sensitive information in drafting and tracking correspondence for the Director of Assessment. In the absence of the HR Liaison, the Assistant to the Vice Provost provides continuity of routine human resources processes such as recruitment, timekeeping, and eFAST processing. As a member of the reception team in the Office of the Provost the incumbent has a deep understanding of campus operations, goals, and values, and a consistently high level of professionalism. The Assistant to the Vice Provost plans and executes day-to-day administrative functions with full accountability for work and a moderate degree of autonomy.

Qualifications

Required Education: A bachelor's degree and/or equivalent training.

Required Experience: Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative, equivalent to two years.

Required Knowledge, Skills, and Abilities: 

Knowledge of:
- higher education in the public sector;
-correct English grammar, spelling and punctuation;
-routine office software;
-principles of record management.

Ability to:
-perform standard business mathematical functions, including tracking and comparing data;
-establish and maintain effective working relationships, and handle sensitive and confidential situations;
-interpret and apply policies and procedures independently, and make sound recommendations;
-synthesize, summarize, and evaluate information from multiple sources and perspectives;
-communicate effectively both in writing and orally;
-understand complex business processes, and improve on them;
-handle multiple work unit priorities and projects with little supervision.

Skill in:
-using Outlook, Excel, Word, and PowerPoint;
-learning unfamiliar or specialized software such as PeopleSoft Student Module, Financial Data Warehouse, and Anthology;
-reasoning quantitatively and ethically, and understanding and communicating such reasoning in written and spoken English;
-administrative organization, calendar maintenance, planning meetings and events;
-interpersonal relations, teamwork and team-building, and customer service;
-developing solutions to complex problems in unique and innovative ways

Responsibilities

40% -  Provides day-to-day administration of the Vice Provost's work and time. Specific responsibilities include:

Evaluating and synthesizing information from multiple sources and stakeholders to develop recommended courses of action. Organizing agendas, communicating with members, and maintaining minutes for the University Student Learning Outcomes Committee, the Grade Appeals Committee, the Associate Deans and the Academic Affairs Facilities and Space Committee. Maintaining the Vice Provost's calendar, scheduling or rescheduling meetings, and handling relevant logistics and follow-up. Acting with discretion and independent judgment to maintain confidentiality with respect to committee discussions, student grades, etc. Organizing the Vice Provost's travel, purchasing, and expense claims. -Monitoring Vice Provost's expenditures and financial transactions. Facilitating various campus financial and/or business procedures while ensuring compliance with relevant campus and CSU policies and financial standards. Serving as the Vice Provost's liaison between the division’s colleges and units and the offices of International Education, Risk Management, Accounting, and the Office of the President to assure timely but careful review of individual travel requests and ensuring appropriate policies and procedures are followed. Processing HR documents such as eFASTs and recruitment files and payroll timekeeping in the absence of the division HR liaison. Ensuring policies and procedures related to HR and Payroll are followed. Ensuring set deadlines are met, following up on action items with responsible individuals and/or departments. Coordinating logistics related to various office functions, meetings and special events. Establishing, maintaining, and updating business processes and workflow, and documenting business practices for transparency and succession planning. Providing backup to the front desk staff, greeting and directing visitors to the office, receiving telephone calls and correspondence, independently applying judgment and discretion and making appropriate referrals for action to the appropriate individual and/or area, as needed. 

35% -  Facilitating project coordination within the unit and with other units. Organizing and planning special assignments and projects. These projects change over time, in response to university needs and requests from the Provost and Vice Provost. Recent examples include organizing and convening a Toro Team for Learning and Instruction for the Emergency Operations Committee, designing, and implementing a way to track in-person class meetings on campus during the pandemic, and participating in plans to repopulate the campus. Specific responsibilities include:

Learning and understanding the nature and purpose of the project. Establishing a reasonable timeline. Proposing an appropriate scope of work to the project lead (typically the Vice Provost). Identifying key campus colleagues and/or external partnerships to carry out the project. Working both independently and in collaboration with others. Reporting regularly on progress. Evaluating and reporting project results. 

20% -  Supporting the Director of Assessment and the University Student Learning Outcomes Committee. This includes preparing USLOAC agendas, taking minutes, preparing correspondence to faculty, and using Anthology software to organize department-level assessment reports of student learning outcomes. Specific responsibilities include:

Handling sensitive information pertaining to staff, faculty and students. Developing memos and spreadsheets as requested with full accountability for workflow and completion of work. Gathering and analyzing data. Understanding and maintaining electronic records of student learning outcomes assessment, as recorded in Anthology. Organizing meetings of the University Student Learning Outcomes Committee.

5% - Other duties as assigned.

Closing Statement

California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce.

California State University Dominguez Hills is an Affirmative Action/Equal Opportunity Employer.  We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.   For more information or definition of these terms, please visit:

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771.

Clery Act crime statistics for CSUDH are available at https://www.csudh.edu/dhpd/clery/crime-stats/ , or by calling University Police at (310) 243-3639. Upon appointment, all candidates must furnish proof of eligibility to work in the U.S.

The California State University is Smoke and Tobacco Free.  Smoking, Vaping and other Tobacco use are Not Permitted anywhere on University property.  Education Code 42356, CCR Title 5, Article 9

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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