Assistant To The Associate Dean

Job No: 539916; 05/28/2024

Assistant to the Associate Dean
Administrative Analyst/Specialist I – Non-Exempt
College of Professional and Global Education (PaGE) - Dean's Office

Salary Range:$3,694 - $7,131/Monthly (Budgeted Hiring Salary Range: $3,694 - $4,000/Monthly)

Work Schedule:Full-Time, Monday - Friday, 8:00 a.m. to 5:00 p.m.; temporary appointment, expires on or before one-year from date of hire; may be extended, may become permanent; non-exempt classification.

Essential Functions:Under the general supervision of the Associate Dean for the College of Professional and Global Education (PaGE), the incumbent will provide day-to-day administration of the Office of the Associate Dean, as well as support for the Office of the Dean as needed. Duties include but are not limited to: organizing the Associate Dean's meetings, calendar, travel arrangements and reimbursements; planning and coordinating special projects; and providing administrative coordination with faculty, staff, students, campus partners, and external stakeholders in the PaGE departments supervised by the Associate Dean (academic and professional programs, outreach and recruitment, enrollment management, and student services). The incumbent will also serve as the college scheduler for PaGE programs, ensuring all PaGE course offerings are accurate and submitted on a timely basis to the University's Office of the Registrar per its Schedule Production Calendar. The incumbent will coordinate with the appropriate PaGE departments to obtain, organize, analyze, and resolve class schedule information – including faculty appointments, classroom assignments, and instructional modalities. The incumbent will facilitate schedule change/cancellation requests and submit Schedule Maintenance Forms (SMF) when authorized by the appropriate college administrator. The incumbent will generate reports related to the Class Schedule and communicate pertinent information to relevant stakeholders. Other duties for this position include developing and maintaining files; responding to phone calls and emails on behalf of the Associate Dean; welcoming and providing hospitality to local and international visitors (e.g., business leaders, government officials, foreign dignitaries, and university officials); and performing other related tasks as assigned. In performing the duties required for this position, the Assistant to the Associate Dean must maintain a high degree of confidentiality and sensitivity to the needs of the Offices of the Dean and Associate Dean and those of various university partners and diverse populations that the Offices interacts with daily.

Required Qualifications & Experience:Bachelor's degree from an accredited four-year college or university and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Prior experience serving as an administrative assistant or analyst or similar positions. Must have excellent interpersonal, writing, organizing skills and must be able to communicate appropriately and effectively with all stakeholders (students, faculty, administrators, and community/corporate partners) at all levels, while maintaining confidentiality. Working knowledge of software/tools useful in virtual operations and communication including social media e.g., Calendly, Canva, Adobe, Google drive/apps. Ability to organize and plan work and projects including handling multiple priorities and tight deadlines; make independent decisions and exercise sound judgment; compile, write and present reports related to program or administrative specialty; and establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit. 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:One to two years of full-time progressively responsible experience as an administrative assistant or analyst. Working knowledge of budget policies and procedures: knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. The incumbent should have familiarity with university administrative processes and procedures pertaining to an academic department/college office environment.

Closing Date:Review of applications will begin on 6/11/2024 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.

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