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Confidential Aide to the Vice President for Student Affairs (Confidential Administrative Support II), VPSA Office
California State University, San Bernardino


Job No: 525315
Work type: Staff
Categories: Confidential, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)Job Summary:

Reporting directly to the Vice President for Student Affairs, the Confidential Aid to the Vice President oversees operations of the Office of the VP for Student Affairs and provides lead coordination for all VPSA Office Staff, as well as working collaboratively with division leadership to establish & enhance division-wide initiatives on behalf of the VP for Student Affairs.

Major duties and responsibilities

Student Affairs Office Operations:

• Under the general direction of the Vice President for Student Affairs, the incumbent will provide direct and indirect administrative assistance to the Vice President.
• The incumbent will ensure the overall operational efficiency of the office and oversight of the Vice President's calendar. The incumbent will have indirect supervision of VPSA Office staff, including interviewing, hiring, training, leading, monitoring, and providing input to evaluations of all student employees.
• The Confidential Aide will have oversight of the Student Ambassador program, mentoring and providing daily supervision of student ambassadors in support of division and campuswide initiatives, campaigns, and available resources.
• The incumbent will provide indirect supervision/lead duties to the Office Coordinator, Marketing & Communications Specialist, and Graphic Designer, meet with them regularly to provide lead direction, including leading regular Strategic Marketing meetings with the Vice President, and offering support as needed.
• The incumbent will help students, staff, faculty, and administrators with any problems that involve student affairs. The incumbent will handle all confidential matters related to the office and division. The incumbent must keep abreast of certain policies and procedures relevant to Student Affairs and to the university.
• Upon the discretion of the Vice President, the incumbent will be involved in discussions and communications regarding personnel transactions, including but not limited to leaves of absences, salary increases, promotions, reclassifications, stipends, in-range progressions, that may affect collective bargaining unit positions and negotiations. Serve as liaison between division departments and VPSA Office, while establishing and maintaining a positive working relationship with all members of the division.

Division Initiatives:

• In collaboration with the Vice President and division leadership team the incumbent will establish and/or enhance division-wide initiatives and be responsible for ensuring that these initiatives are successfully developed, implemented, and assessed, serving both the San Bernardino and Palm Desert campuses.
• Participate in conversations with the Vice President, division senior leaders, and campus constituents regarding represented employees that may affect collective bargaining unit positions and negotiations, including but not limited to organizational changes, personnel transactions, such as demotions, terminations, potential position elimination, and disciplinary action.
• The incumbent will work independently on projects with minimal supervision and meet with the Vice President on a regular basis to cover progress of divisional projects, reports, and other aspects of the office and/or division and assist with the development and dissemination of written reports and correspondence. The incumbent will collect and track performance evaluations each year of all staff and MPPs, collect and collate data for reports for the Vice President and perform other related duties as assigned.
• The incumbent will serve on university and divisional committees, take minutes when appropriate and work with the Vice President and division leadership to establish an annual calendar for division programming, reporting, and professional development.

Division Communication Management:

• Maintain regular communication with division leadership and attend appropriate division and university meetings.
• The incumbent may be asked to attend meetings in place of the Vice President when they are otherwise unable to attend and should be trusted to represent and/or communicate on behalf of the Vice President.
• The incumbent will be involved in communications that may affect collective bargaining unit positions and negotiations. This includes attending and taking notes at sensitive and confidential meetings or participating in conversations and having access to information that may affect collective bargaining unit positions and negotiations.

Minimum Qualifications: Required Education and Experience

• Bachelor's degree in education, Social/Behavioral Science, Public Policy/Administration, or related field
• 3 years of demonstrated experience providing progressively responsible support in a higher education environment.
• Demonstrated experience supervising, training, and managing student staff in the development and delivery of student success initiatives.
• Innovative use of technology and competency in building and analyzing data of all types for decision making purposes.

Required Qualifications

• Experience working with student affairs and academic affairs units to develop and implement student success and engagement programs, best practices and/or retention initiatives in a university setting.
• Financial and business analysis techniques; database construction management and retrieval methods; familiarity with the roles and functions of student affairs and student service units in higher education; understanding of rules, regulations, and laws regarding student records; customer service standards and procedures, record retention and/or destruction policies and procedures.
• General knowledge of various federal, state, and/or regional reporting requirements and standards.
• This level is broad and includes intermediate through senior level positions.
• Incumbents at this level work relatively independently and possess the experience to be fully proficient in performing most or all the work assignments defined for their position.
• Typically, incumbents have acquired the requisite skills and knowledge through a combination of education, training, and progressive work experience to be able to demonstrate competence in independently applying judgment and nonstandard applications and systems, solving a wide range of problems, developing practicable and thorough solutions, and using effective communication and listening skills.
• Strong written and oral communication skills.
• Excellent organization and time management skills
• Ability to supervise and manage delivery of student support services efficiently; effectively synthesize information from various sources to be used in management decisions.
• Ability to understand administrative problems and solutions involved in operating student success and support initiatives.
• Demonstrated ability to understand and utilize student success research and literature for first generation, low-income, and underrepresented populations.
• Knowledge of and familiarity with the sociological issues facing underrepresented, first generation and low-income persons in the university and in their communities.
• Demonstrated ability to understand the demands and requirements of senior-level management in higher education.
• Demonstrated expertise in project planning, development, and implementation.
• Ability to analyze complex problems and to devise innovative solutions; ability to work independently and in a collaborative fashion.
• Effective management and leadership skills
• Demonstrated leadership in academic and student support services.
• Familiarity with higher education organizations and with Student Affairs and Academic Affairs.

Preferred Qualifications

• Master's Degree in College Student Development, Higher Education, College Counseling, Student Affairs, or related field.
• Extensive knowledge of the CSU, CSUSB and the Inland Empire and experience in successfully servicing the needs of student populations and demonstrated commitment to championing the division's mission and vision and use of evidence-based practices to inform continuous quality improvement.
• Group and individual counseling techniques, ability to assess and implement holistic student success programs and services and capacity to conduct effective group and individual training sessions with staff. Effectively write grant proposals to supplement existing resources.

Compensation and Benefits:



Anticipated Hiring Range: $4,464 - $6,500 per month

Classification Salary Range: $4,464 - $10,180 per month

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:



Work status: Full-time/Exempt/At-will

Schedule: Monday - Friday 8:00am - 5:00pm. Weekends and evenings and needed.



The application deadline is March 29, 2023.

Conditions of Employment



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.

Drivers License Check

Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

Mandated Reporter

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.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the Office of Employee and Labor Relations by phone at (909) 537-5138 or by email at employee.relations@csusb.edu

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act


To view full description and to apply, visit: https://www.csusb.edu








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