Job Description

CANDIDATES ELIGIBLE TO APPLY: THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY.

CLASSIFICATION TITLE: Confidential Administrative Support II

UNION CODE: C99

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $5,834 - $6,667

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $4,687 - $11,223

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information.

POSITION PURPOSE: Under the general direction of the Vice President for People & Culture, the Assistant to the Vice President of People & Culture provides advanced confidential administrative and operational support for the Division of People & Culture. The incumbent independently coordinates administrative operations, executive support functions, division communications, confidential personnel and labor-related matters, budget and procurement activities, special projects, and campuswide programs and events. The position regularly handles highly sensitive and confidential information related to labor relations, personnel matters, grievances, organizational planning, and executive-level decision-making. The incumbent exercises independent judgment in interpreting policies and procedures, coordinating complex activities, prioritizing competing demands, and providing administrative support for division and institutional initiatives.

DUTIES & RESPONSIBILITIES:

VP Administrative Support

1. Provide advanced confidential administrative support to the Vice President for People & Culture and assist with division operations.
2. Manage and maintain the Vice President’s calendar, meeting schedules, agendas, and related materials, independently prioritizing appointments and coordinating scheduling conflicts.
3. Coordinate meetings and administrative activities for the Vice President, direct reports, advisory groups, and division leadership.
4. Prepare, review, and distribute correspondence, memoranda, reports, presentations, and campus communications related to HR policies, procedures, salary programs, holiday schedules, operational updates, and other division matters.
5. Assist in handling sensitive and confidential personnel, labor relations, and union-related matters by gathering information, preparing correspondence, maintaining records, and coordinating documentation for grievances, investigations, Public Records Act requests, and related matters.
6. Analyze, prepare, and distribute communications related to General Salary Increases, Staff Equity Increases, Longevity Increases, and other Chancellor’s Office directives in coordination with the VP.
7. Coordinate and process delegation of authority and signatory authority memoranda in collaboration with the President’s Office and campus leadership.
8. Monitor and respond to inquiries received through division email accounts, incoming correspondence, and telephone communications. Provide information and referrals while maintaining confidentiality and professionalism.
9. Maintain division organizational charts and coordinate campuswide and divisional organizational chart updates for websites, reports, and budget publications.
10. Coordinate travel arrangements and reimbursements for the Vice President and designated staff, including registrations, itineraries, hotel accommodations, transportation, expense reconciliation, and Concur support.
11. Serve as timekeeper for designated staff and process timesheets, leave tracking, and related payroll documentation.
12. Monitor and maintain VP office operations including supplies, equipment, facilities requests, keys, parking permits, print shop requests, and related administrative infrastructure.
13. Assist with confidential reference review processes for outside agency inquiries regarding current and former employees by gathering and reviewing applicable internal records, including Title IX/Title IV, Faculty Affairs, and student employment information, to identify potential investigations, policy violations, or employment-related concerns for review by appropriate university officials.

Division Operations & Budget

1. Assist with the development, tracking, and monitoring of division budgets and expenditures to ensure alignment with budget allocations and operational needs.
2. Process procurement and financial transactions including requisitions, purchase orders, ProCard reconciliation, direct pays, hospitality documentation, and other budget-related transactions.
3. Review Hospitality Justification Forms and related financial documentation for completeness, accuracy, and compliance with university procedures.
4. Assist with hiring activities for division staff positions and provide training and oversight for student assistants.
5. Coordinate and maintain departmental forms, webpages, policies, procedures, and operational documents to ensure accuracy, accessibility, and compliance with university requirements.
6. Work collaboratively with HR Technology staff, Information Technology, and Safety & Risk Management to coordinate updates to forms, webpages, systems, and related operational resources.
7. Support implementation and coordination of departmental initiatives and operational systems, including complaint tracking systems, workflow processes, and communication management tools.
8. Process union release time requests and maintain related records and documentation.
9. Coordinate annual campus committee elections (University Council, budget committees, Commission on DEI, Transportation Committee, University Policy Advisory Council, etc.) using Qualtrics and maintain related election materials and communications.

Campus Programs, Events, & Committee Coordination

1. Lead and coordinate division morale and recognition activities, employee engagement events, and special programs.
2. Organize and coordinate the Annual Service Awards Recognition Ceremony, including event logistics, budget monitoring, vendor coordination, invitations, catering, facilities coordination, award ordering, printed materials, and event production activities.
3. Coordinate logistics and administrative support for campuswide trainings, advisory council meetings, cultural celebrations, affinity group events, and organizational excellence programs.
4. Assist with planning, communications, scheduling, reconciliation, and chartfield management for campus belonging initiatives and affinity group activities.
5. Provide administrative and financial support for affinity groups and campus committees, including processing forms, payments, communications, and related documentation.
6. Coordinate President’s Advisory Council meetings and provide logistical and administrative support for committee activities.
7. Assist with planning and execution of special projects, meetings, trainings, and initiatives in collaboration with division leadership, the President’s Office, and campus partners.
8. Participate in division and campus committees and provide operational and administrative coordination support as assigned.

Policy, Compliance, & Organizational Support

1. Coordinate updates and maintenance of HR policies, procedures, and forms to support operational consistency and regulatory compliance.
2. Assist with Public Records Act coordination activities by gathering and organizing responsive records and ensuring timely submission of requested materials.
3. Compile information and assist with preparation of reports, records, presentations, and documentation supporting operational, compliance, labor relations, and organizational needs.
4. Assist with monitoring operational processes and recommending procedural improvements to enhance efficiency, communication, and customer service within the division.
5. Support division strategic initiatives and organizational planning activities through research, coordination, tracking, and administrative implementation support.
6. Assist with Management Personnel Plan (MPP) merit audit processes by compiling and reviewing salary and supporting documentation, tracking submissions, coordinating communications, and preparing materials for administrative review and compliance purposes.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – Equivalent to a bachelor’s degree in a related field and a minimum of three (3) years of recent progressively responsible administrative and/or clerical experience required. Additional qualifying experience may be substituted for the required education on a year-for-year basis.

LICENSES – Possession of a valid driver’s license or the ability to obtain by date of hire.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Knowledge of applicable university policies, procedures, collective bargaining considerations, and confidentiality requirements related to personnel and labor relations matters.
• Knowledge of applicable federal, state, and local laws and regulations.
• Ability to independently organize, prioritize, and coordinate multiple assignments, events, executive support activities, and operational processes with competing deadlines and changing priorities.
• Ability to anticipate operational needs, identify issues, and implement appropriate administrative solutions.
• Ability to review documents, forms, and communications for completeness, accuracy, and procedural compliance.
• Ability to compose, prepare, and distribute clear, concise, and professional correspondence, reports, memoranda, campus communications, and presentation materials.
• Knowledge of basic budget tracking, procurement, reimbursement, hospitality, and financial reconciliation processes.
• Ability to process and monitor administrative and financial transactions accurately and in accordance with university procedures.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• 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.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Experience providing administrative or operational support to senior leadership in a complex organization, preferably within higher education, human resources, labor relations, or a related administrative environment.
• Experience handling sensitive and confidential personnel, labor relations, grievance, investigation, or executive-level information with discretion and professionalism.
• Prior experience interpreting and applying Collective Bargaining Agreements (CBAs).
• Professional HR certification (e.g., PHR, SPHR, SHRM-CP, SHRM-SCP).
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position

BACKGROUND CHECK: 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.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

The California State University (CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.

Campus contact for our Nondiscrimination policy is Melissa Carleton, Interim Title IX Coordinator & DHR Administrator, (661) 654-2713.