Assistant to the Dean, College of Business

The College of Business & Economics at California State University, East Bay, comprises four academic departments and offers undergraduate and graduate degree programs. The Dean’s Office is responsible for overseeing all college operations.

In this highly visible role, which reflects directly on the Dean's Office, the individual will manage a significant and varied workload of a complex and highly confidential nature under general supervision. They will evaluate and prioritize requests for the Dean’s time, taking appropriate action or referring matters as necessary. During the Dean’s absence, the individual will work closely with the Associate Dean to ensure that all critical tasks are completed promptly.

This position is responsible for managing high-level, time-sensitive assignments for the College and, occasionally, for the University. The individual must cultivate and maintain positive working relationships with faculty, staff, and external stakeholders in the business community. As the lead administrative staff member, this individual provides guidance and oversight to department administrative staff on tasks directed by the Dean’s Office.

Responsibilities

Administrative Support for the College of Business and Dean’s Office: Oversees the operation of the Dean’s Office, including the coordination of administrative staff in the CBE.

• Coordinate operational needs for academic departments (Accounting and Finance, Economics, Marketing and Management) and non-academic departments, including CBE Advising, Human Resource Management, and Marketing and Communications.
• Implement policies determined by the Dean and Admin Council.
• Coordinate fiscal policies for these units on purchase requisitions, travel requests, and purchase requests.
• Serve as a source of information regarding University/College/Department policies and procedures.
• Coordinate all university related activities for CBE including constructions, building maintenance issues, IT related needs, Honors convocation, Commencements, and university program recruiting events.
• Coordinate college elections, consulting with Dean/Associate Dean/Department Chairs as necessary and maintaining University & College committee membership.
• Maintain renewals and subscriptions.
• Generate STLS/check and purchase requests.
• Honorariums, order office supplies and maintain inventory control.
• Update/maintain CBE organizational chart, electronic board and directory.
• Assist managers and lead administrative staff.
• Arrange travel related items, process travel claims.
• Develop reports, maintain files and confidential records.
• Coordinate and maintain the current/accurate schedule/calendar for the Dean.
• Prepare domestic travel for Dean’s.
• Schedule and attend meetings, take minutes.
• Coordinate the activities of the Dean’s Advisory Board.
• Facilitate collaboration with the Marketing and Communications office and all other departments to prepare materials and presentations for various projects.

University Coordination:

• Support CBE TT search for new faculty, candidate visits, coordinate recommendation documents and offer letters with the Provost Office.
• Collaborate with the CBE Director of Development to prepare and arrange for visits with potential donors and external partners.

Budget and Procurement:

• Collaborate with the Budget Analyst to track and reconcile the CBE General Fund.
• Serve as backup to the Budget Analyst for expenditure review.
• Coordinate processes for the flow of financial information.
• Coordinate (research, recommend, and process) procurements for the CBE.
• Advise, direct and provide oversight to department administrative staff for departmental purchasing.
• Research, recommend and process all procurements for CBE.

Coordinate Events Planning, Submissions and Related Activities:

• Coordinate CBE’s annual Faculty Achievement Awards submission, selection and awards ceremony.
• Coordinate CBE Commencement, Faculty Honors Convocation, Student Honors Convocation, CBE Year End Celebration, Faculty Retreats and Fall Convocation.
• Member of Commencement Committee and University Honors Committee.
• Coordinate CBE Scholarship Awards and Presentations; and Beta Gamma Sigma Induction Ceremony.
• Support the Dean in donor activities.
• Special event preparation – place food orders, room reservations, supplies, reserving AV equipment, create agenda/events scheduler, certificates for students.
• Assist with parking passes and maps.
• Room reservations for employer presentations, student organizations.
• On-campus events – help with preparation, set up and take down.

Administrative Support for AACSB Accreditation, CBE Programs and Centers:

• Assists the Dean in all areas of CBE’s AACSB accreditation related work.
• Provide support for 6 AACSB committees including contacting employers, advisory board members and students;
• Collect documents, take notes during meetings, communicate with AACSB committee members, gather and organize committee reports.
• Support for AACSB Peer Review Team visits including logistic support (hotels, meals, transportation, attendees, meetings) and other needs for the Peer Review Team visit.
• Women in Leadership – Assist WIL administrative duties and events.
• Smith Center and Financial Literacy Center – assist with administrative duties.

Other Duties as Assigned.

Minimum Qualifications

• Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
• May require a knowledge of business mathematics beyond basic arithmetic.
• The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.
• These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Required Qualifications

This position is responsible for having thorough knowledge of University regulations including:

• University RTP policies and procedures particularly the procedures and deadlines.
• University faculty recruitment process.
• University, college and department committee nomination and election process.
• University purchasing policies.
• University purchase requisition policies.
• University travel policies.
• University fiscal policies.
• University scholarship portals and scholarship requirements.
• CBE policies and procedures: purchase requests, travel requests, faculty support, student assistant hiring and payments.
• Under the guidance of the Dean on CBE policies on AACSB standards.
• Ability to maintain the highest level of Confidentiality.
• Ability to take initiative and independent plan, organize, coordinate and perform work in various situations where numerous and diverse demands are involved.
• Ability to investigate and analyze problems and propose and implement solutions that complies with university policies.
• Ability to work with a diverse group of students, faculty, and staff.
• Proficiency with Microsoft Word, Excel, PowerPoint, and PeopleSoft.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.