Executive Assistant to AVP (Executive Assistant II), Student Affairs

Job no: 561875
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Job Summary:

Under the general direction of the Associate Vice President for Student Affairs and Dean of Students, the incumbent will serve as the primary administrative support to the AVP & Dean of Students while also planning, coordinating, and implementing small- and large-scale, complex projects and initiatives with broad, visible impact. These efforts require collaboration with students, campus departments, and key stakeholders to advance divisional priorities, enhance student engagement, and support strategic initiatives within the VPSA Office.

Responsibilities:

• Provide comprehensive high-level administrative support to the AVP & Dean of Students by managing a highly complex and dynamic calendar, prioritizing competing demands, and ensuring alignment of meetings, deadlines, and strategic initiatives.
• Coordinate and facilitate executive meetings by preparing agendas, briefing materials, presentations, and supporting documentation, while monitoring follow-up actions to ensure timely completion of assignments and deliverables.
• Serve as a primary liaison between the AVP & Dean of Students Office, campus departments, senior leadership, students, and external partners, fostering effective communication and collaborative relationships.
• Draft, edit, and handle sensitive and confidential correspondence, reports, presentations, and official communications with a high degree of professionalism, accuracy, and discretion.
• Coordinate travel arrangements, expense reconciliation, and logistical planning for high-level meetings, events, and engagements to ensure seamless operations and adherence to institutional procedures.
• Support and monitor fiscal processes and administrative procedures for the AVP & Dean of Students Cluster, ensuring compliance with university policies, budget guidelines, and operational standards.
• Oversee daily office operations by managing workflow, communications, and customer service functions to ensure efficient, responsive, and professional support for internal and external stakeholders.
• Coordinate and facilitate divisional and cross-functional projects that advance Student Affairs strategic priorities, ensuring effective collaboration, communication, and execution across multiple stakeholders.
• Under the direction of AVP coordinate project timelines, monitor deliverables, and progress tracking systems to ensure accountability, timely completion of initiatives, and alignment with divisional goals.
• Support the planning, coordination, and implementation of signature events and programs within the VPSA Office by collaborating with campus partners, managing logistics, and ensuring successful execution that supports student engagement and divisional objectives.
• Coordinate student ambassador training, communications, scheduling, materials, and logistical support in collaboration with VPSA leadership.
• Support the planning and execution of divisional initiatives, retreats, leadership meetings, and major events by coordinating logistics, communications, materials, and operational support.
• Coordinate implementation and ongoing assessment of the AVP/Dean of Students Cluster strategic plan by monitoring progress toward goals, tracking outcomes, and preparing status reports and updates for the AVP of Student Affairs and Dean of Students.
• Analyze administrative workflows and recommend process improvements that enhance operational efficiency and executive office effectiveness.
• Support and maintain systems for the collection, analysis, and reporting of data related to divisional initiatives, student engagement, assessment outcomes, and operational effectiveness.
• Prepare reports, dashboards, presentations, and analytical summaries that support data-informed decision-making for divisional leadership.
• Coordinate data collection efforts across departments to ensure consistency, accuracy, integrity, and timely submission of information for institutional reporting and assessment purposes.
• Support the development, implementation, and maintenance of systems used to monitor and track student compliance training at CSUSB, ensuring accurate reporting and alignment with institutional, regulatory, and systemwide requirements.
• Conduct re…