Executive Assistant to the VP for EMSS and Division Activities Coordinator

Job Description:

Executive Assistant to the VP for EMSS and Division Activities Coordinator

Description

Executive Assistant to the VP for EMSS and

Division Activities Coordinator

Enrollment Management & Student Success - Office of the Vice President
Job #544721
First Review Date: Thursday, January 9, 2025

Open Until Filled

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have over 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs - all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #544721) Confidential Administrative Support II, Executive Assistant to the VP for EMSS and Division Activities Coordinator, Salary Range: $4,261 - $8,166 monthly. Hiring Range: $4,261 - $4,879 monthly. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in Department. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits .

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.

Confidential Personnel & Student Support - 25%

• 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.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu .

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/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, protected veteran status, or any other legally protected status. Mandated Reporting: This position may be 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.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1176
Publication Date: December 19, 2025

Advertised: Dec 19 2024 Pacific Standard Time
Applications close:

Closing Date/Time: