Job Bulletin 102826 – 13/14
Confidential Assistant to the President
Classification: Presidential Aide
Time base – Full Time
This recruitment will remain open until filled. For priority consideration, please complete application by March 23, 2014. A review of applications
will begin March 24, 2014 and the review period may end at any time thereafter.
ABOUT THE CALIFORNIA MARITIME ACADEMY:
The California Maritime Academy is a specialized campus of the California State University (CSU) system serving a student
population of approximately 1050 undergraduates and 50 graduates. The campus, situated on the shore of the Carquinez
Strait 30 miles northeast of San Francisco, currently offers baccalaureate degrees in Mechanical Engineering, Facilities
Engineering Technology, Marine Engineering Technology, Marine Transportation, Global and Maritime Studies, and
Business Administration. A Master of Science degree in three areas of Transportation and Engineering Management is
offered.
MAJOR RESPONSIBILITIES:
Communication
Establish and maintain a good collegial working relationship with campus vice presidents and department heads, CSU,
Federal and State officials, legislators, community and industry leaders, the public, parents, and serve as liaison for
President with those individuals. Develop trust and convey positive attitude to “set the tone” for the President and best
elicit cooperation for implementation of organizational changes, assignments, projects, etc. Review and prioritize
incoming telephone calls and correspondence to the President, answering questions or referring requests to others when
appropriate and ensuring that the President and key staff are advised of major issues or concerns. Compose routine
responses and/or draft correspondence, statements, and reports for the President; edit correspondence prepared by or
for the President for clarity, grammatical correctness, proper format, and consistency with administrative policies,
procedures, and regulations.
Time Management
Functioning in a close support capacity to the President, coordinates demands on his/her time and directs the daily
activities of the office to ensure smooth and efficient operation. Based on knowledge of campus priorities and personal
priorities of the President and using skill and diplomacy, schedule meetings for the President at his/her request or at the
request of others; maintain schedule for all standing committee/board functions involving the President; schedule
meeting rooms and notify all individuals of meeting; follow up on assignments, and solicit status updates; coordinate
responses to information requests with various offices on campus.
Administrative Support
Perform word processing assignments as necessary for the President and prepare material in final format. Attend
meetings, record, transcribe, and distribute meeting minutes. Prepare all personal correspondence for the President.
Make travel arrangements including transportation and hotel reservations and prepare travel expense claim forms.
SPECIAL REQUIREMENTS:
May be required to work occasional evenings and weekends at the direction of the President.
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.
MINIMUM QUALIFICATIONS:
Education and Experience:
Five years of progressively responsible work experience as an administrative assistant, executive administrative assistant,
or staff assistant that demonstrates the knowledge and ability required OR a combination of education and experience
which demonstrates the acquired knowledge and abilities to successfully perform job requirements.
Knowledge, Skills and Abilities:
 Thorough knowledge of the principles and techniques of organization, administration and management as well as
organizational structure, functions and activities of higher education.
 Thorough knowledge of modern equipment, office practices and procedures.
 Demonstrated proficiency in Word, Excel, Outlook, Adobe Acrobat, PowerPoint, Project Manager, and Internet.
 Ability to manage multiple assignments, prioritize, set deadlines and complete projects on schedule.
 Ability to apply a high degree of diplomacy and tact; use good judgment, discretion and initiative in coordinating
activities associated with the President’s Office.
 Ability to handle highly confidential and sensitive matters.
 Ability to gather information, conduct research and prepare a variety of correspondence and materials.
 Ability to establish and maintain effective working relationships with campus administrators, community leaders
and the public.
SALARY RANGE: $3,575 - $4,167 per month. Salary commensurate with experience.
APPLICATION PROCESS: Interested parties must submit the Cal Maritime Employment Application, cover letter and
current resume. Apply on-line at http://www.csum.edu/web/hr/careers. Based upon a review of applications and
accompanying documents, only those persons whose qualifications best match job requirements will be interviewed.
Applicants selected for an interview will be notified of interview appointments by telephone.
BENEFITS: The California Maritime Academy offers a broad range of benefits for qualifying positions including medical,
dental, vision, life and disability insurances, retirement (CalPERS), fee waiver, vacation and sick leave.
ELIGIBILITY TO WORK: Applicants must provide proof of U.S. citizenship or authorization to work in the United States
within three days of the date of hire. Satisfactory completion of a background check is required prior to employment.
The California Maritime Academy is committed to a diverse work force and is an equal opportunity employer.