Executive Student Assistant - Caltrans Director's Executive Office (Hybrid)

Description
The California Department of Transportation's (Caltrans) Director's Executive Office is seeking an undergraduate or graduate student who is proactive, intelligent, detail-orientated, and committed to assist the Executive Management Team in day-to-day operations at Caltrans Headquarters, located across from the State Capitol.
The Executive Student Assistant will have the opportunity to develop foundational skills that are necessary for any office environment and will have the privilege of working with various executives. The Executive Student Assistant will also operate the Director's Office Tracking System (DOTS) help organize Executive Board meetings and assist in developing various resource documents that are critical to the office's operations.
Requirements
Conditions of Employment
This is a part-time, temporary, non-benefited, student position. Employment in all positions with University Enterprises, Inc. is dependent upon the mutual consent of University Enterprises, Inc. and the employee. This means that either University Enterprises, Inc. or the employee can, at any time, terminate the employment relationship at will, with or without cause.
Depending on the type of position you are applying for, a pre-employment background check consisting of one or more of the following may be conducted: employment history, professional references, criminal check: educational verification (degree, license, or official transcript) or DMV clearance. Applicants will be required to pass required pre-employment checks to the satisfaction of University Enterprises, Inc. (UEI) and the hiring Agency or Department.
UEI does not allow students to hold more than one UEI Job at a time, or work in more than one account per pay period. UEI employees who are considering leaving their current UEI Student assistant position for a different UEI Student Assistant positing should inform their supervisor in writing and provide at least a week's notice.
UEI is not a multi-state employer. UEI only employs candidates who live and work in the state of California. If selected for the position you must reside in California and all work must be performed in the state of California throughout the course of employment.
Prerequisites
Must be a college student attending classes during the regular term (Fall, Spring and Winter, if applicable), at one of the accredited colleges or universities on our affiliation list.
To view our current affiliation list please paste the following URL into your browser: http://www.calinterns.org/wp-content/uploads/Affiliation_List.pdf
Students must be enrolled in at least six-semester units or nine quarter units for undergraduate students; four-semester units or six quarter units for graduate students.
Students declared major must match the major(s) listed in the job posting.
Majors/Fields of Study
Business Administration or related, Political Science, Public Policy, Public Administration, Urban Planning and Transportation
Work Schedule
Flexible workdays and work hours, Monday - Friday, between 8 AM - 5 PM. The final work schedule will be determined by the supervisor.
Additional Work Schedule
Student Assistant and Graduate Assistant employees generally work up to 24 hours per workweek (Sunday - Saturday) during the academic year and up to 40 hours per workweek during breaks; (winter, spring, summer).
Minimum Qualifications

• Must maintain a minimum cumulative 2.0 GPA.
• Must complete each term with minimum unit requirements for Undergraduate and Graduate student classifications. Proof will be collected at the end of each Spring and Fall term.
• Able to effectively administer a statewide workflow system, ensure documents are formatted correctly, and utilize various office equipment and software programs including but not limited to Microsoft Office Suite applications (Outlook, Word, Excel, PowerPoint, Vision, Teams, etc.), Adobe PDF systems, and more.
• Able to work cohesively in a team environment, manage competing priorities, communicate concisely, intake and apply new information to improve operations, and have the capacity for creative thinking and problem solving.
• Ability to maintain a high level of ethics, professionalism, and confidentiality.
• Must deal effectively with pressure, maintain focus, and intensity yet remain optimistic and persistent, even under adversity.

Preferred Qualifications

• Under the amendment to Government Code Section 18220, state agencies shall give preference to a qualified applicant (up to 26 years of age) who is, or has been, a dependent child in foster care, a homeless youth, a formerly incarcerated youth, or a victim of human trafficking.
• Effective development of the identified Core Competencies fosters advancement. Preference given to those already exhibiting high level of listed competencies:
  • Competencies: Change Commitment, Risk Appetite, Self-Development/Growth, Conflict Management, Relationship Building, Organizational Awareness, Communication, Strategic Perspective, and Results Driven.
  • Learning on the Fly:
    • Learning quickly, is open to change, experiments, and is flexible.
  • Dealing with Ambiguity (Risk):
    • Can comfortably handle risk and uncertainty, as well as make decisions to act without having the total picture.
  • Reliability:
    • Ability to demonstrate dependability in meeting commitments and providing a consistent work product.
    • Takes responsibility for individual actions in order to meet deadline demands.
  • Problem-solving and Decision-making:
    • Identifies problems and uses logical analysis to find information, understand causes, and evaluate and select or recommend best possible courses of action.
  • Relationship Building:
    • The ability to develop and maintain internal and external trust and professional relations, which includes listening and understanding to build rapport.
  • Customer Focus:
    • Considers, prioritizes, and takes action on the needs of both internal and external customers.
  • Interpersonal Effectiveness:
    • Effectively and appropriately interacts and communicates with others to build positive, constructive, professional relationships.
    • Tailors communication style based on the audience.
    • Provides and is receptive to feedback.
  • Planning and Results Oriented:
    • Organize and executives work to meet organizational goals and objectives while meeting quality standards.
    • Following organizational processes.
    • Demonstrating continuous commitment.
  • Organizational Skills:
    • Keeps work prioritized and organized.
    • Logically approaches situations.

Duties and Responsibilities
Director's Office Tracking System Administration and Statewide Workflow Coordination.

• Reviews and processes document packages and correspondences sent to and from the Director's Office by overseeing physical and digital intake/outtake points.
• Updates the Director's Office Tracking System (DOTS) accordingly and assigns constituent referrals and other communications to the appropriate Caltrans Program, District, or Division for response.
• Independently engages with Caltrans Programs, Districts, and Divisions on deadlines set by the Director's Office.
• Coordinates with executive, management, and rank-and-file staff to manage the DOTS workflow across the entire Department.
• Provides basic assistance and training to new DOTS users across the Department.
• Works with Information Technology staff on DOTS issues and upgrades.
• Develops, review, and update materials associated with DOTS, including but not limited to the DOTS manual, procedural guide sheets, templates, example items, briefing and training PowerPoints, the DOTS User organizational chart, and DOTS Circulars.
• Advises the Executive Manager and the Executives Analyst on technical changes, policies, procedures, and overall process improvement recommendations regarding DOTS and other Director's Office processes and operations.
• In conjunction with the Executive Analyst, provides operational and technical support to the Caltrans Executive Board and its subcommittees, including assisting the Chief of Staff, Executive Liaison, and Executive Manager with coordinating and preparing for the monthly Executive Board meetings.
• Assist with meeting logistics including coordinating facilities management, travel, lodging, equipment and software requests to information technology staff, and providing general staff services to the Executive Board.
• Helps ensure Executive Board meetings are seamlessly executed, including at in-person, hybrid, or fully virtual meeting types.
• Maintains continuity of operations for the Executive Board through administrative processes including maintaining the Executive Board email lists, organization charts, contact lists, meeting templates, and the Executive Board intranet site.
• Assis in developing a manual and set of procedures for Executive Board meetings. Director's Office Operations:
• Helps develop, review, and maintain the Director's Office Operations Manual.
• Develops, review, and updates all manuals, guides, templates, presentations, spreadsheets, distribution lists, contact lists, charts, and other materials in use by the Director's Office.
• Intakes and review information from various Departmental sources to maintain all documents and disseminates documents and information accordingly.
• Monitors all physical mail and works with various Caltrans Headquarters Divisions on document dissemination.
• Develops the Director's Office Week Ahead Reports (WAR).
• In conjunction with the Resource (Administrative) Management Team, staffs the Director's Office lobby and point-of-contact systems such as the public phone lines, physical mail, and email accounts.
• Assists in coordinating and preparing for various meetings, including but not limited to sitewide Chiefs of Staff, Executive Assistants, and DOTS Users meetings.
• Other duties as assigned.

Physical Requirements
Sit for extended periods; frequently stand and walk; manual dexterity and hand-eye coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computer workstations, telephones, calculators, copiers, printers and scanners with or without a reasonable accommodation.
Working Conditions
Work is performed in a hybrid office environment with a combination of an in-office environment and fully virtual meeting types.
Employees will be required to work according to the current UEI remote workplace policy and sign a UEI telework agreement.
Application Instructions
Please complete all fields of the employment application. Include your educational history in the "Educational Experience" section and any employment history in the "Employment Experience" section of our application.
In addition to your resume, please upload your most recent transcripts.
Apply by: December 31, 2023