Executive Assistant to the Provost

Job Summary

Reporting to the Associate Vice President (AVP) for Academic Business and Strategic Operations (ABSO), the role of the Executive Assistant is to support the Provost and Senior Vice President for Academic Affairs in the Office of the Provost. The Executive Assistant to the Provost organizes and performs a variety of complex administrative, technical and project management duties in direct support of the Provost and manages the oversight of the Provost Office. The role of the Executive Assistant requires a solid and collaborative team member capable of confidentiality, initiating professional support, offering administrative assistance, and serving as project administrator for the Office of the Provost, while exhibiting strong organizational skills that are in alignment with the division’s goals.

The Executive Assistant serves as the initial point of contact for most information and communications received in the Provost’s Office, and when appropriate, communicates the priorities of the Provost’s Office with senior administrators, University support staff, and other members of the University’s internal and external constituencies. As such, the incumbent is responsible for providing analysis, research, and policy support. The Executive Assistant must work collegially and collaboratively with the Office of the President, vice president’s offices, dean’s offices, and other campus departments as necessary. The Executive Assistant must be capable of working independently and with flexibility and is expected to continuously reassess the priorities of the Provost and the AVP to accommodate matters of varying degrees of attention and urgency. The incumbent is expected to work on site to provide administrative and analytical work of a highly complex division that oversees 9 colleges as well as several administrative units.

Key Responsibilities

• Manages incoming calls and coordinates the Provost’s calendar. Manages and coordinates the logistics for meeting preparation and follow-up assignments. Provides support in ensuring the Provost’s time is utilized efficiently and effectively by monitoring activities and calendar
• Coordinates the management meetings and activities for Academic Affairs Leadership Team, Provost’s Leadership Team, and Council of Deans, including preparing and distributing agendas, attending all meetings, distributing and tracking action items from these meetings, and if appropriate, attending meetings to take notes for documentation purposes
• Manages and maintains records for Emeritus Faculty requests as well as posthumous certificates and degrees
• Coordinates the Academic Affairs Division Staff Appreciation Event
• Partners with ABSO and supports organizational changes and continuous improvements in the Office of the Provost and the Academic Affairs division
• Oversee absence management for the Provost’s direct reports, and is responsible for office payroll activities
• Assists in the development and documentation of new or revised administrative practices and procedures for the Division; communicates new/revised procedures and practices to affected units following ABSO’s protocols
• Coordinates and responds to Chancellor’s Office and other reporting agencies to keep Academic Affairs Division in compliance with CSU deadlines and mandates.
• Manages all coded memoranda from the Chancellor’s office, forwards to appropriate parties and serves as a resource of this information

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Ability to maintain confidentiality and appropriately handle sensitive communications with university staff, faculty, students, and community leaders and public
• Ability to perform accurately in a detail-oriented environment, handle multiple work priorities, organizes, set deadlines, plan work and projects. Ability to supervise and direct work to others
• Ability to communicate effectively. Must possess excellent analytical, oral and written communication, customer service, public relations and networking skills
• General knowledge of software applications such as word processing, spreadsheet, and database management
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to effectively use application information systems and application in analysis, research, and reporting activities and projects
• Ability to investigate, analyze, and anticipate problems, and make recommendations or address them proactively
• Demonstrated ability to effectively interpret, organize and present information and ideas in written or presentation form
• Extensive and in-depth knowledge of project management to create, manage and adjust as necessary, various aspects of a project to ensure successful conclusion
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved

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

• Master’s Degree
• Minimum 5 years of experience supporting an executive
• Experience working in an academic environment
• Experience working with a diverse group of faculty, staff and students
• Project Management experience
• Demonstrated experience in a customer service role
• Proficiency with Microsoft Office (Word and Excel), Google Apps (Google Drive, Spreadsheets, and Docs)

Compensation

Classification: Confidential Administrative Support III
Anticipated Hiring Range: $7,000/month - $7,667/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: August 3, 2023 through August 17, 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: August 03, 2023 (9:00 AM) Pacific Daylight Time
Applications close: