Administrative Assistant
California Polytechnic State University - San Luis Obispo - San Luis Obispo, CA

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Cal Poly is a nationally ranked, four-year, comprehensive polytechnic public university located in San Luis Obispo, California. The emphasis of the university includes the Learn By Doing educational experience. The Office of the President staff provides support directly to the university president. The president is the chief executive officer of the university and is responsible for the entire university and its effective functioning. Cal Poly is part of the 23-campus California State University system and has seven colleges. The university employs approximately 2,500 staff and faculty members.

This position is under the direction of the Director of Administrative Operations for the Office of the President. The purpose of the position is to provide broad clerical, event and administrative support for day-to-day operations including, but not limited to, receptionist duties, presidential events, special visits, publications, mailings, communications, correspondence, web content, database support, budget and program oversight and coordination. This position will have ongoing contact with presidential level executives, CSU Chancellor's Office staff, university administrators, boards, committees, and constituency groups in addition to students, faculty, staff, service providers and the general public. The incumbent will perform professional duties in support of all presidential events, presidential visits internal and external, university ceremonies, awards programs, fundraising efforts, donor programs and special projects for the university community. The position will have access to a variety of sources of information, including that which directly relates to official collective bargaining negotiations or strategy, executive personnel matters and confidential presidential initiatives. Work assignments affect the overall management of the Office of the President and the campus.

Work is specialized and of a highly sensitive and confidential nature. Working relatively independently, the individual must be able to use their own initiative in organizing work assignments and determining the most effective means for completing assigned duties and have the ability to assess the significance of ongoing operations. The individual must be able to use effective communication and listening skills with the ability to make decisions on a daily basis regarding the routing of inquiries based on university and office procedures and policies. Decisions may often be made without consultation with others. This position will apply independent judgment in solving a wide range of problems and inquiries. Computer literacy requirements for correspondence, calendaring, web support, database maintenance, budget maintenance, analysis and office support is extensive. The individual coordinates and facilitates all presidential events, visits, ceremonies, and programs. This position requires the full awareness of the President's priorities at all times and in-depth knowledge of the functions of the Office of the President as related to the overall campus environment.

Minimum Qualifications (Staff Only)
EDUCATION AND EXPERIENCE: High school diploma or its equivalent. Type 45 wpm. Three years of general office support experience involving a wide variety of duties and responsibilities. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience).

LICENSES, CERTIFICATES, DEGREES, CREDENTIALS: Possession of a valid driver's license or the ability to obtain by date of hire.

Required Qualifications / Specialized Skills
  • Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
  • Demonstrated experience in the successful planning and execution of logistical details for high level special events, which required an extensive degree of protocol and decorum.
  • In-depth knowledge of organizational and management structures and experience in complex organizational settings.
  • Ability to successfully perform assignments similar to those stated in this document within the boundaries of a public or institutional setting.
  • Exceptional organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
  • Ability to take initiative and independently plan, organize, coordinate and perform work in various situations where numerous and diverse demands are involved. Ability to work independently with minimal supervision set and maintain priorities, performing efficiently while coping with a fluctuating workload, multiple priorities, competing requirements and frequent interruptions.
  • Experience with a wide range of office procedures and practices, including travel and budgets.
  • Ability to interpret, communicate and apply policies and procedures.
  • Ability to compile, write and present reports.
  • Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
  • Thorough knowledge of English grammar, spelling and punctuation.
  • Working knowledge of or ability to quickly learn University infrastructure, policies and procedures.
  • Ability to rapidly acquire a thorough knowledge of the organizational and functional structure of the university and the California State University system.
  • Ability to rapidly understand the vision and mission of the Office of the President.
  • Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
  • Ability to function effectively as a member of the president's office team, including close working relationships with the Executive Assistant to the President, Executive Assistant to the Chief of Staff, Administrative Assistants, temporary support staff and student support staff. This includes the ability to work in a group setting to convey information and mediate differences, interact diplomatically with persons from varied backgrounds and work on a team to motivate others toward a common goal.
  • Ability to apply a high level of judgment and discretion on a consistent and continuing basis.
  • Demonstrated 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 understand problems without precedent from a broad, interactive perspective and conceive strategic solutions.
  • Demonstrated ability to maintain a high degree of confidentiality.
  • Demonstrated ability to provide meticulous follow-through for all assignments.
  • Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, the Internet as well as online calendaring and email.

    Preferred Qualifications / Skills
  • Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
  • Event management experience.
  • Bachelor's degree.
  • Knowledge of sophisticated cuisine, wine and other elements of elegant entertainment.
  • Proficiency in both the Microsoft and Apple Operating Systems.
  • Knowledge of or ability to learn desktop publishing applications, Microsoft Office, PeopleSoft, and webpage development.
  • Knowledge of and experience working in a large non-profit setting.

    Special Conditions (Staff)


  • Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
  • Must be willing to travel and attend training programs off-site for occasional professional development.
  • Must be able to work overtime, holidays, and adjust working hours to meet special event and job needs. May be called back periodically to perform work as needed on an emergency basis.
  • Must be able to transport and carry materials and items as needed and make frequent daily trips around university campus.
  • Must be able to drive vehicle for errands on a regular basis.
  • 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.
  • Must be able to successfully pass a pre-employment background and fingerprint check.
  • This position classification has been defined as non-exempt and is subject to overtime provisions of the Fair Labor Standards Act (FLSA).

    Pre-Employment Conditions (Staff)
    Background / Fingerprint

    Benefits Eligible

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