Confidential Office Support and Project Specialist

Job Summary

Reporting to the AVP, Strategic Planning and Portfolio Management, the Confidential Office Support and Project Specialist provides highly complex administrative office support for the Office of the Vice President/Chief Information Officer (VP/CIO). The incumbent works independently to perform complex administrative functions of a highly sensitive and confidential nature requiring access to a variety of sources of information, including personnel matters, grievances, management strategies and progress reports of campus programs and projects. The incumbent serves as a key contact for communication within the Information Technology Division, across campus offices, with the Chancellor’s Office and external constituents. In addition to supporting the Vice President and CIO of Information Technology, the Confidential Office Support and Project Specialist provides administrative and analytical work in a complex and diverse division.

Key Responsibilities

• Provide direct Administrative Support to the Vice President, including managing the VP’s calendar, receipt and review of highly confidential and sensitive correspondence and other communications.
• Serve as the Division’s contact in support for the Vice President of IT and regularly responds to requests for the vice president.
• Compose, proofread and edit confidential correspondence (reports, letters, campus wide emails, etc.) created by the vice president, senior managers or other office staff, sent out on behalf of the vice president.
• Provide support to university and division committees.
• Coordinate and process travel planning including pre-approval, logistics and reimbursements.
• Reconcile VP’s credit card statements, coordinate/process travel and maintains files.
• Coordinate the daily operations of the Office of the CIO, including screening incoming calls, greeting visitors, as well as, responding to email inquiries.
• Serve as the office’s primary contact responding to questions and analyzing and resolving problems.
• Establish and maintain office policies and procedures including emergency evacuation.
• Represent the office of the VP/CIO in collaboration with the offices of the president, other vice presidents, associate vice presidents, chancellor’s office and the general public.
• Send out communications on behalf of the vice president and others as requested.
• Basic troubleshooting of IT for office and online meetings.
• Assist with human resources matters, legal counsel and outside constituents.
• Review and ensure accuracy for monthly CIO direct report’s attendance through absence management.
• Interpret and implement university and Chancellor’s Office policies, especially those related to delegation of authority files for the university.
• Process purchases of goods and services as needed.
• Work special projects assigned by AVP of Strategic Planning & Portfolio Management.
• Manage and coordinate events assigned by the AVP of Strategic Planning & Portfolio Management.
• Conduct search and propose new ideas to improve the event planning and implementation process.
• Ensure compliance of event procedures are followed at IT events.
• Serve as liaison with vendors on event-related matters.

Knowledge, Skills & Abilities

• Knowledge of and ability to apply standard theories, principles, practices, and techniques to develop conclusions and make recommendations.
• Ability to work with representatives from public and private entities and handle potentially sensitive situations.
• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
• Ability to effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus to achieve short- and long-term goals and objectives.
• Demonstrated consultative skills in working with internal and external constituent groups.
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus
• Ability to effectively use applicable information systems and applications in analysis, research, and reporting activities and projects.
• Ability to interpret and integrate complex data and information to formulate appropriate courses of action which have broad and far reaching impact.
• Demonstrated excellent oral and written communication skills.
• Excellent customer service, public relations, and networking skills.
• Ability to analyze and interpret and apply a variety of federal, state, CSU, and SJSU policies, procedures, and practices.
• Ability to work collaboratively with colleagues in other units reporting to the vice president office Information Technology.
• Ability to perform accurately in a detail-oriented environment and effectively compose, edit, and appropriately format correspondence and reports.
• Knowledge of standard office software applications, such as Word, Excel, and PowerPoint.
• Ability to investigate and analyze problems with a broad administrative impact and implications.
• Ability to handle multiple work priorities in a timely manner, initiating, organizing, planning and implementing work and projects.
• Ability to plan and manage multiple and ongoing events and projects.

Required Qualifications

• Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
• Four years of administrative work experience

Preferred Qualifications

• 3–5 years of experience supporting C-Level Executives
• Experience planning and managing executive events

Compensation

Classification: Confidential Administrative Support III
Hiring Range: $5,102/month - $11,325/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: December 14, 2021 through January 4, 2021 . This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2166



Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent 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. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Advertised: December 14, 2020 (9:00 AM) Pacific Standard Time
Applications close: