Executive Assistant/UEC Executive Office & Operations (UEC)

Job Description:

Executive Assistant/UEC Executive Office & Operations (UEC)

Description

About University Enterprises Corporation at CSUSB

(This is not a state position)

University Enterprises Corporation at CSUSB ("UEC") supports the university's educational mission by providing quality services that complement the instructional program. The University depends upon UEC to provide services that cannot be supported with state funds. We’re responsible for business enterprises on campus including, but not limited to, dining, bookstore, convenience store, and vending services. We also serve as the grantee for federal, state, and local funding for research and sponsored projects.

Position Summary

Staff, Full Time, Non-Exempt, Non-State, Benefited position.

Salary: $4,416.67- $5,378.00 per month.

Location: UEC Corporate Office, CSUSB Campus.

Work Schedule

40 hours per week. 8:00AM to 5:00PM, Monday through Friday. Some evenings for Board or campus events.

First Review Deadline

This position will remain open until filled.

Typical Activities

Under minimal supervision of UEC's Executive Director, the Executive Assistant will work independently to:

Executive Support

• Manage the Executive Director’s calendar, coordinate high-level internal and external meetings, and assist with campus-wide initiatives
• Draft and edit executive communications, reports, policy drafts, and presentation materials
• Support the planning and execution of special events and board engagements led by the Executive Office
• Maintain discretion in handling sensitive and confidential matters with campus and community stakeholders

Governance & Board Administration

• Coordinate UEC Board of Directors and subcommittee meetings (e.g., Audit, Finance, Commercial Enterprises, Campus Dining Advisory, Campus Bookstore Advisory).
• Prepare agendas, meeting packets, and official minutes; manage logistics, notifications, and public documentation in alignment with compliance guidelines.
• Maintain governance records and follow up on board action items.

Business Operations Coordination

• Schedule and support meetings for internal business units and advisory committees.
• Assist with monthly invoices and respond to vendor inquiries in coordination with Finance.
• Support vendor engagement and communications across departments, including procurement tracking, file routing, and service coordination in collaboration with the Business Operations Manager.
• Assist with file management and organization efforts to increase accessibility of shared drives and physical records across UEC departments.
• Update website content, manage Pepsi product inventory, and assist with social media coordination in collaboration with the Business Operations team.

HR/Payroll Administrative Support

Provide logistical and clerical support for HR and Payroll-related tasks, including:

• Scheduling meetings and training.
• Collecting and organizing employment-related documentation.
• Supporting timekeeping and document routing workflows.
• Preparing communications related to HR updates and programs.
• Serve in a supporting role to the Human Resources Manager to help coordinate HR activities and maintain efficient recordkeeping practices.
• Serve as a support liaison to reduce the administrative burden on HR and Payroll staff.

Sponsored Programs Operating Agreement Support

• Provide limited administrative support to ensure UEC fulfills documentation and process requirements under the Sponsored Programs Administration (SPA) operating agreement.
• Assist with internal routing of forms requiring signatures and tracking of travel, reconciliation, or compliance-related documentation in collaboration with the UEC Executive Office.
• This support is not a direct assistant role to SPA but contributes to maintaining operational alignment between UEC and SPA processes.

General Administrative Support & Supervision

• Serve as the point of contact for Executive Office inquiries and communication.
• Supervise part-time staff and student assistants as assigned.
• Assist in organizing, digitizing, and maintaining shared files and documentation across multiple departments.
• Coordinate office supplies, vendor contracts, service orders, and related administrative needs.
• Perform other duties assigned in support of enterprise success.

Minimum Qualifications

• Education:
  • Equivalent to two years of college.
• Experience:
  • Minimum of 2-4 years of experience in a high-level executive administrative support role.
• Other:
  • Strong written and verbal communication skills with attention to detail and accuracy.
  • Proficiency in Microsoft Office Suite; familiarity with Adobe Acrobat, DocuSign, and website CMS tools.
  • Ability to manage sensitive information with discretion, meet deadlines, and work independently and collaboratively.

Preferred Qualifications

• Bachelor's degree.
• Experience supporting executive leadership or governing boards.
• Familiarity with the CSU system, higher education institutions, or auxiliary organizations.
• Working knowledge of PeopleSoft and HRIS systems.
• Familiarity with Sponsored Programs Administration.
• Supervisory experience or experience coordinating student/part-time staff.

Benefits Include:

• Medical, Dental, Vision, Flex Cash option
• CalPERS Retirement and CalPers 457
• Group Term Life/ Accidental Death & Dismemberment (AD&D)
• Holidays & Personal Holiday
• Vacation and Sick pay accruals
• Educational Assistance Benefit is based on availability of funding.
• Workers' Compensation, Unemployment Insurance, State Disability Insurance

EQUAL OPPORTUNITY EMPLOYER

University Enterprises Corporation at CSUSB is committed to a diverse workforce and affirmative action, and is an equal opportunity employer. UEC maintains and promotes a policy of non-discrimination and non-harassment on the basis of race, sex, gender, color, age, religion, national origin, ancestry, marital status, sexual orientation, physical or mental disability, pregnancy, medical condition, genetic characteristics, status as a disabled veteran, or disabled veteran of the Vietnam era.

To view the UEC Affirmative Action Program, please contact UEC Human Resources at UEC-HR@csusb.edu Monday through Friday between the hours of 8:00am and 5:00pm.

As an equal opportunity employer, University Enterprises Corporation at CSUSB (UEC) is committed to a diverse workforce. If you are a qualified individual with a disability or a disabled veteran, you have the right to request a reasonable accommodation if you are unable or limited in your ability to use or access UEC's career website as a result of your disability. You may request reasonable accommodations by contacting UEC's Human Resources Manager at UEC-HR@csusb.edu.

EEO AA Policy Statement

Employment of Individuals with Disabilities and Protected Veterans

Supplemental Information

UEC is an EOE - Minority/Female/Disability/Veterans. This position will remain open until filled. This has been designated as a sensitive position. The selected candidate must successfully pass a thorough background investigation to include a criminal history check prior to appointment.

Advertised: Nov 07 2025 Pacific Standard Time
Applications close: