Executive Assistant to the Vice President for Administration and Finance

Job Summary

Reporting to the Vice President of Administration and Finance with limited supervision, the Executive Assistant provides highly complex administrative office support for the Vice President for the Administration and Finance’s Office. The Executive Assistant works independently to perform highly complex administrative and analytical 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 division, across campus offices, with the Chancellor’s Office and external constituents. In addition to supporting the Vice President, the Executive Assistant provides administrative and analytical support to a complex and diverse division.

Key Responsibilities

• Manages files, communications, and records of personnel matters including legal proceedings, and budgetary items
• Prepares grievances and disciplinary responses for the Vice President
• Manages and coordinates sensitive administrative tasks associated with human resource issues, legal counsel, and outside constituents
• Oversees division-wide personnel transactions and alerts Vice President of potential concerns
• Coordinates the daily operations of the Vice President’s office, including screening incoming calls and greeting visitors as well as responding to email inquiries
• Serves as the office’s primary contact responding to questions and analyzing and resolving problems
• Establishes and maintains office policies and procedures including emergency evacuation
• Provides 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
• Prepare and/or edit then distribute communications on behalf of the Vice President
• Projects and monitors office budgets, research, and resolves account discrepancies, authorizes expenditures
• Reconciles office accounts, credit card statements, coordinates/processes office travel and payroll, maintains office supplies and files

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Ability to maintain strict confidentiality and appropriately handle sensitive communications with employees and external agencies
• Excellent written and oral communication skills
• Excellent analytical, customer service, public relations, and networking skills
• Ability to handle multiple work priorities in a timely manner, initiating, organizing, planning, and implementing work and projects
• Ability to perform accurately in a detail-oriented environment
• Knowledge of operational and fiscal analysis and techniques
• Knowledge of standard office software applications, such as Word, Excel, and PowerPoint.
• Ability to effectively use application information systems and application in analysis, research, and reporting activities and projects
• Expertise in investigating and analyzing problems with a broad administrative impact and implications
• Ability to effectively interpret, organize and present information and ideas in written or presentation form
• Strong knowledge of project management techniques to create, manage and adjust as necessary various aspects of a project to ensure a successful conclusion
• Ability to set own priorities, perform consistently organize and plan work and projects; make decisions independently and complete duties accurately with little or no supervision
• In-depth knowledge and application of PeopleSoft/Oracle HR and Finance Systems, Google Apps

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
• Three years of administrative work experience

Preferred Qualifications

• 5-7 years of administrative work experience
• SJSU experience
• Experience supporting an executive
• Excellent written communication skills
• Project management experience

Compensation

Classification: Confidential Administrative Support II
Anticipated Hiring Range: $6,821/month - $7,141/month
CSU Salary Range: $5,102/month - $12,118/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: July 25, 2023 through August 13, 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 .

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

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: July 25, 2023 (9:00 AM) Pacific Daylight Time
Applications close: