Executive Assistant to the Deans Office

Job Summary

Reporting to the Dean, Associate Dean and the Director of Resources and Operations in the Lurie College of Education, the Executive Assistant (EA) serves as the primary administrative analyst support to the Dean's Office in a highly complex and diverse college. The EA enhances the college’s effectiveness by managing internal and external processes and representing the Dean's Office to a diverse community of stakeholders. This position manages the Dean's office and provides administrative analyst support for the Dean and Associate Dean, including support for the Council of Chairs, Leadership Team, college committees, special programs with alumni, corporate and private donors, and various college activities. The EA must work collaboratively and effectively to establish and maintain working relationships within a diverse environment and is committed to creating an inclusive environment for all employees. This position ensures consistency with the overall mission goals and priorities of the college. The position requires a high level of independent thinking and the ability to develop and implement project work plans on a wide-range of projects within the Lurie College.

Key Responsibilities

• Provide day-to-day administrative support for Dean, Associate Dean, College Committees & task forces
• Responsible for tracking, collecting, and managing a variety of data relevant to Lurie College
• Manage the Dean’s and Associate Dean’s calendars including scheduling appointments and managing database of necessary contacts
• Coordinate and direct all traffic into Dean’s office or contacts with Dean and Associate Dean; identify and prioritize requests
• Organize and maintain confidentiality and security of files (electronic and physical) in the Dean’s office
• Manage Dean’s Office travel arrangements, authorizations, and reimbursements
• Follow directives from Dean, Associate Dean and other campus leadership in exceptional (emergency) situations (i.e., medical administration, facilities, operational)
• Manage all daily operations for Dean’s Office
• Provide day-to-day administrative support, such as supporting walk-in visitors; distributing mail; scheduling conference rooms; processing parking permits; maintaining office equipment; and responding to student inquiries regarding a wide variety of issues
• Manage scholarship application process in Academic Works and with Tower Foundation
• Manage and process all temporary faculty evaluations and faculty evaluation database

Knowledge, Skills & Abilities

• Excellent oral and written communication skills to work with both internal and external constituencies in preparing correspondence, emails, and presentations.
• Customer service and public relations skills.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Knowledge of research, development and evaluation of policies and programs, including skill in the collections, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Ability to investigate and analyze problems with a broad administrative impact and implication.
• Strong technical skills and proficiency using technical office tools.
• Advanced knowledge in Microsoft Office suite software programs (Word, Excel, PowerPoint), and Filemaker Pro.
• Ability to prioritize and balance a heavy work load with a high level of productivity, proficiency, and precision.
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
• Knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling.
• Knowledge of business mathematics.

Required Qualifications

• A bachelor's degree and/or equivalent training
• Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications

• A bachelor’s degree
• Experience working with a high-level administrator in an educational or similar setting or in a complex business environment including calendaring, event planning, exceptional customer service
• Project management skills - able to oversee complex projects and events
• Excellent written and verbal communication skills with faculty, staff, students and community
• Experience working in an academic setting and with diverse populations
• Experience using PeopleSoft, Acrobat Sign, Zoom, Adobe, DocuSign, Google calendar, Gmail 

Compensation

Classification: Administrative Analyst/Specialist – Exempt I
Anticipated Hiring Range: $5,014/month - $5,955/month
CSU Salary Range: $4,170/month - $7,545/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: May 26, 2023 through June 12, 2023 . 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
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu .

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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu .

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: May 26, 2023 (9:00 AM) Pacific Daylight Time
Applications close: