Campus:
Monterey Bay

Job ID: 527186

Job Title:
Executive Assistant to the Vice President for University Advancement and to Corporate and Foundation Relations

Time Base:
Full-Time

Date Posted:
April 19, 2023

Closing Date:
Open until filled

Description:

Classification: Administrator I
Hours: Full-time / 40 hours per week
FLSA: Exempt

Priority Screening Date: May 11, 2023
Recruitment Status: Open Until Filled

ABOUT CSUMB

Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.

PURPOSE:

Under the general supervision of the Vice President for University Advancement (VP) and the Corporate and Foundation Relations (CFR), the incumbent is responsible for providing high-level administrative support to both the Vice President and the Corporate and Foundation Relations. Demonstrates professional conduct and presentation in all areas supporting the Vice President with internal and external constituents. CFR responsibilities include the effective and efficient administration of private grant awards throughout the entire award life-cycle, from the LOI or application to close-out and maintenance of records, focusing on compliance and enforcement of internal policies and procedures as well as those externally required by each foundation. Conducts business with a high degree of professionalism, discretion and confidentiality. Works with public officials, community members and business leaders, while nurturing and maintaining positive relationships. Acts as a project manager on special projects, as assigned by the Vice President.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Administrative Support to the Vice President

Office of the Vice President

• Provides in-depth administrative support for the Vice President for University Advancement and serves as liaison between the Vice President and division staff. Maintains the Vice President's calendar by managing complex scheduling assignments involving sensitive conversations with high-level contacts ranging from major donors to business executives to campus partners and dignitaries. Prepares meeting materials, agendas and minutes, and independently gathers pertinent information for meetings and events on calendar.
• Interacts with the Chancellors office and Presidents office on behalf of the Vice President.
• Oversees daily operational needs including Identifying supplies, materials, equipment, and services needed for the Vice President’s office. Maintains computer inventory for the Division and works with Information Technology to provide refresh computer equipment as needed.
• Coordinates travel arrangements for the Vice President; reconciles and processes all travel and expense reimbursement requests.
• Independently conducts research on potential donors, community groups and events. Enters data in Raiser’s Edge; generates and synthesizes informational reports to include confidential historical giving reports which identify particular philanthropic interests of donors.
• Responsible for University Advancement Division meeting agendas and scheduling.
• Professionally represents the VP office in interfaces with other CSUMB divisions, CSU campuses and high level external constituents.
• Provides administrative support to the VP on highly sensitive and confidential matters, including contract and labor relations issues. Collects, reviews, and compiles materials and information. Assists in preparing responses to grievances, complaints, and requests for information. Anticipates needs, shares information and follows through with action steps after meetings are held and ensures that participants are informed of future meeting dates and tasks.
• Oversees the logistical planning of high-level donor level events representing the VP Office which may include event check-in, coordinate invitations, RSVP.

Corporation and Foundation Relations Support

CFR Program Administration:

• Organizes & maintains complete and current grant files, including distribution to appropriate parties (PIs, Sponsored Programs Office, Advancement staff) where necessary.
• Creates and runs reports to monitor grant information and requirements such as tracking application and reporting deadlines, deliverables, and other UA departmental reports as requested.
• Tracks and provides information necessary for donor stewardship as requested.
• Provides support to the Corporate and Foundation Relations as needed to schedule meetings, conference calls, and site visits with corporate and foundation contacts, faculty, other campus personnel, and other community partners.
• Assists with foundation database and internet research to determine available private foundation funding opportunities in alignment with current campus priorities and needs.
• Tracks and administers the “potential funding opportunities” spreadsheet, grants calendar, CFR status spreadsheets.
• In collaboration with the Corporate and Foundation Relations, conducts full range of activities required to prepare, compile, and manage grant LOIs and proposals to foundation and corporate sources of external funding.
• Works with PIs and various campus departments to route and gather all information and approvals required for submitting LOIs and proposals (blue sheets, budgets, org charts, program staff rosters, board lists, etc.).
• Responsible for maintenance of records (electronic & hard copy) related to all LOIs and grant applications submitted to private or corporate foundations, including compiling information required to submit timely and accurate reports on existing grants.

Other Functions:

• Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of and ability to use analytical, problem-solving and organizational skills with the ability to work creatively and collaboratively with a senior executive and his/her division. Knowledge of fundraising best practices, particularly grant proposal development, solicitation and donor tracking. Knowledge of or ability to: rapidly become familiar with university-wide departments and program areas; quickly learn applicable university infrastructure, policies and procedures. Skilled in modern project management, communication methodologies and most important a high level of leadership acumen. Strong interpersonal and organizational skills with the ability to handle multiple, time-constrained projects simultaneously. Strong technology skills, including spreadsheet, word processing, relational and donor database experience (preferably Raiser's Edge), including database query. Excellent writing and oral communication skills.

Ability work independently; apply sound judgment in solving a wide range of problems; develop practical and thorough solutions; make decisions both of commonplace and unusual work situations; maintain confidentiality of sensitive matters; develop nonstandard applications and systems; coordinate work and projects, evaluate and set work priorities, schedule, assign, and review work against standards; determine training needs and train staff; make constructive recommendations for modifications or improvements of methods, procedures, techniques, technology or programs; independently interpret and apply policies, rules, regulations, and procedures required of and germane to the University; be open and approachable; effectively and positively represent the University to external and internal customers; establish and maintain cooperative working relationships within a diverse multi-cultural environment.

MINIMUM QUALIFICATIONS:

Basic foundation of knowledge of the principles of organization, administration and management; and the ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports. Equivalent to a bachelor's degree from an accredited college/university AND three years of progressively responsible administrative analyst or support experience OR a combination of education and experience which demonstrates the prospective applicant has acquired the knowledge and abilities listed above. Additional qualifying experience may be substituted for education on a year-for-year basis.

Technical fluency with Microsoft Office Professional Suite, Oracle-PeopleSoft/CMS baseline system; Internet and intranet browsing, Google Mail and calendaring programs.

Demonstrated successful experience supporting executive-level administrators and handling highly sensitive and confidential matters. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:

Experience in project/grant management or coordination tracking. and complex systems (Raiser's Edge) and an advanced knowledge of spreadsheets and related functions.

Technical fluency with Oracle/PeopleSoft, Microsoft Office Professional Suite, and Google mail and calendaring programs.

Highly desirable: Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Experience working with a diverse and multicultural population and performing community services. Demonstrated technical literacy.

Experience in working independently and ability to develop and implement operational strategies in resolving problems; ability to present ideas, implement creative solutions and establish priorities to achieve results and expedite projects.

SPECIAL CONDITIONS OF EMPLOYMENT AND POSITION DESIGNATIONS:

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• 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.
• This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
• This position has been designated as a sensitive position with:
  • access to, or control over, cash, checks, credit cards, and/or credit card account information
  • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
• This position is designated as a Campus Security Authority (CSA) and will be required to participate in annual training and to immediately forward to the Clery Director all reports of crimes brought to their attention pursuant to the Clery Act and California State Education Code, Chapter 16, of the Donahue Higher Education Act, Section 67380.
• This position is a designated position in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file a Statement of Economic Interest subject to the regulations of the Fair Political Practices Commission.
• Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
• Occasional evenings and/or weekend work may be required.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

BENEFITS/PERKS:

This is a management level position with an attractive benefits package, which includes: a vacation accrual rate of 16 hours per month; an excellent choice of medical, dental and vision insurance; long term disability coverage; life insurance; educational incentives; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For further information, please visit: Employee Benefits Summary. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, schoonoverparkapartments.com/

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or emailhumanresources@csumb.edu. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at

CSUMB is a smoke and tobacco-free campus.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.