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Administrative Assistant to the Vice President of Administration and Finance/CFO

Apply now Job no: 515045
Work type: Staff
Location: Monterey Bay
Categories: Confidential, Administrative, Probationary, Full Time

Classification:   Confidential Administrative Support II
Anticipated Hiring Salary:  Anticipated salary in the low to mid $5,000's per month
CSU Salary Schedule
Hours:  Full-time 40 hours per week 
FLSA:  Exempt

Priority Screening Date: Apply Today! Priority screening date extended to June 26, 2022
Recruitment Status:   Open Until Filled


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


Under the direct supervision of the Vice President for Administration and Finance and Chief Financial Officer (VPAF), with additional lead direction from the Administrative Officer for Administration and Finance (AO), the Administrative Assistant organizes and performs a variety of administrative support duties for the VPAF.  The incumbent facilitates the smooth and efficient day-to-day operations of the VPAF’s Office.

Due to the nature of operations and workflow in the VPAF’s Office, incumbent will be responsible for preparing complex reports and handling problems of a highly confidential and sensitive nature.  May also develop or present manager positions with respect to meeting and conferring. 

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

  • Manages VPAF's calendar: responds to meeting requests and schedules meetings and/or responds as appropriate; ensures VPAF has adequate uninterrupted office time.  Schedules meetings for the VPAF (i.e., Administration and Finance Leadership Team, Strategic Budget Committee, and other similar groups); contacts invitees, solicits agenda items, develops agendas with the VPAF and AO, and makes necessary meeting arrangements.  Prepares daily calendar and meeting files for VPAF, including background information and appropriate documents for each meeting.  Updates VPAF on the status of relevant items for meetings.  Coordinates arrangements for meetings, including scheduling location, catering, equipment, guest lists, invitations, etc.  Responsible for coordinating travel arrangements for the VPAF which may include processing travel forms.
  • Serves as a resource person for the Office of the VPAF, in its varied support dimensions, for a wide variety of public, CSU officials, university faculty, staff and administrators, union officials and community leaders. Composes and prepares routine correspondence, documents and reports for the VPAF. Reviews and organizes incoming correspondence and routes to VPAF or appropriate administrators in order of priority; identifies items needing immediate action to VPAF's attention, takes note of response dates, and places information on office tracking calendar; provides appropriate follow-up to ensure deadlines are met.  Collects and properly distributes items from VPAF's out-box. Takes notes at meetings, including Strategic Budget Committee Meetings, and retreats; transcribes and distributes meeting notes and information. Gathers information, conducts basic research or surveys, locates documents, contacts people, and determines project status.  Completes and processes a variety of forms. Analyzes and prepares reports. Creates PowerPoint presentations.
  • Manages project-based assignments and coordination of campus initiatives in collaboration with AF leadership. Plans and coordinates events sponsored by the VPAF. Represents the Office of the VPAF at special events as needed.
  • Coordinates submissions for Inside CSUMB, Dashboard and Mass Email Communications with Marketing and Communications. Prepares newsletters and other division communications. Updates web pages.
  • Provides administrative support on highly sensitive and confidential matters, including contract and union issues. Assists the VPAF in preparing grievance responses and participates in management meetings to evaluate information and determine the campus’ position on collective bargaining issues. Handles confidential correspondence with members of the cabinet and the President.
  • Works closely with the Executive Assistant to the President to coordinate schedules between the President and the VPAF, as well as other Assistants to Vice Presidents across campus. Provides information on the VPAF's schedule to the Executive Assistant to the President.  Works closely with AF division support staff to coordinate Office of the VPAF workflow, division activities and projects. 
  • Maintains the office Records Management System, including creating new files, filing all documents in a timely manner, updating the records tracking log, and retrieving documents from files. Ensures technology, equipment, and office needs are met.

Other Functions:

Performs other job-related duties and special projects as assigned.


Ability to 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 multicultural environment. Advanced ability to quickly learn, interpret, and apply sound judgment in the interpretation and application of complex organizational policies, procedures, and collective bargaining agreements.

Mastery of other office skills, including budget management and record keeping. Ability to utilize software applications including PeopleSoft.


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 support experience as an administrative assistant, an executive administrative assistant, or a staff administrative assistant; 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 the education on a year-for-year basis.


Bachelor’s degree. Experience working in a diverse academic environment, preferably in higher education.  Experience providing administrative support to an executive involved in contract interpretation, grievance/complaint administration and collective bargaining issues.  Proficient in using Oracle/PeopleSoft or equivalent enterprise management system, Microsoft Professional Suite—especially PowerPoint, Word, Excel, and Google applications, such as calendar, email, forms.


  • 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; responsibility or access/possession of building master or sub-master keys for building access; and 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 required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • 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.


Office environment with standard equipment and tasks.  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.  

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.


CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Employee Housing for more information.


For full consideration, applicants must complete the required online application prior to the priority screen date found at 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 University Personnel at (831) 582-3389. All employees must be eligible for employment in the U.S.


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 requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 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. The systemwide policy can be found at and questions may be sent to

CSUMB is a smoke and tobacco-free campus.


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.

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