Executive Assistant to the Dean and Communication Lead

Job description

Job ID: 24635
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 1038
Department: College of Engineering


Classification: Administrative Analyst/Specialist, Exempt II
Salary Range: $4,693/month - $8,002/month
FLSA status: Exempt

San Jose State University offers employees a comprehensive benefits package. For more information on programs available, please visit http://www.sjsu.edu/hr/benefits/

About the Position

Reporting to the college dean, the Executive Assistant to the Dean and Communications Lead enhances the dean's effectiveness through communications management and represents the dean to others. The Executive Assistant performs duties independently to achieve specified outcomes. This position manages all communications to and from the dean's office, works to advance the college's Strategic Plan, prepares a variety of reports and analyzes data. This position plans and conducts research and analyzes confidential information to support college personnel and student planning, and audits such data for the dean.

Responsibilities include but are not limited to the following:
- Leads special project assignments and research projects for the dean which advance the college's Strategic Plan
- impact on the college, including researching and reporting on college student statistics and writing reports for
- VIP college endowment donors.
- Analyzes and prepares reports using data from the institutional effectiveness and analytics website.
- Advises the dean on initiatives and outreach efforts with industry, government agencies, other universities and the community.
- Works closely with Advancement and the College's Director of Development on outreach to donor prospects.
- Communicates with donors on the dean's behalf. Maintains donor confidence.
- Anticipates and tracks critical milestones for the college and associated action items and ensures deadlines are met.
- Provides the dean with recommendations for campaigns and the direction of the college.
- Writes, edits, and evaluates communications significant to attain college success.
- Manages issues of a highly confidential and sensitive nature for the dean, on a regular basis.
- Recommends, researches, and prepares materials for presentations.
- Monitors the dean's incoming correspondence; determines the urgency level of a response and as appropriate develops and disseminates information on behalf of the dean which may include critical, confidential and/or sensitive information and situations.
- Screens drop-in visitors and phone calls (both internal and external) seeking to speak with the dean and determines how best to meet the needs of these individuals.
- Manages the dean's calendar including scheduling meetings with individuals, large groups of internal and external entities.
- Serves as the work lead for the college's Communications Specialist.
- Delegates to the dean's office staff and student assistants as appropriate.
- Is thoroughly familiar with CSU, SJSU, and college election policies and provides academic senate policy interpretation to the dean, departments, and committees.
- Ensures that deadlines are met and procedures are followed.
- Responsible for conceptualization, initiation, plan and design, coordination, implementation and management of long and short term projects and events for the college's internal and external constituents such as faculty staff, students, CSU administrators, alumni, donors, and industry and government partners.
- Events include naming and stewardship events, industry advisory board meetings, council of chairs meetings, and deans gatherings with students, and other events as assigned.
- Independently manages decisions on the design and content of invitations and event programs, publicity, agendas, facilities, entertainment, catering and staff management, budgets, expenditures and reports.
- Independently resolves problems and answers questions related to these events.

Education and Experience

A bachelor's degree and/or equivalent training and four 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

- Experience providing high level administrative support.
- Excellent technical office skills - develop presentation materials, create
& analyze spreadsheets, merge data, and calendaring.
- Experience preparing written and electronic correspondence for media, newsletters, websites, and social media.
- Project management skills - able to oversee complex projects and events.
- Supervisory experience - able to lead and oversee work of others.
- Excellent written communication skills.

Knowledge, Skills & Abilities

- Effective working relationship with the dean to understand and carry-out communication directives independently.
- Thorough knowledge of English grammar, business writing, punctuation and spelling.
- Mature judgment and ability to maintain confidentiality and appropriately handle sensitive communications with students, employees and external agencies.
- Ability to communicate effectively and appropriately.
- Maintain composure in high stress situations.
- Excellent customer service and public relations skills
- Ability to anticipate problems and address them proactively.
- Prioritize and balance a heavy workload with high level of productivity, proficiency and precision.
- Ability to compose timely, accurate and appropriately formatted correspondence and reports.
- Expertise in investigating and analyzing problems with a broad administrative impact and implication.
- Ability to quickly learn and apply a variety of state, federal, CSU, SJSU and College of Engineering policies and procedures.
- Thorough knowledge of the CSU, SJSU Academic Senate, and College policies and procedures related to RTP (Retention, Tenure and
- Promotion), Chair Review and Election, and College Committee processes.
- Ability to create timelines, balloting materials, and draft recommendations for the dean based on election results.
- Thorough understanding of the College's strategic plan.
- Thorough understanding of the College's organizational structure.
- Effective working relationship with SJSU Advancement's Director of Development for the college.
- Expertise in Microsoft Office and Google suite software programs (word processing, spreadsheet, presentation, email, calendaring).
- Ability to delegate and supervise the Communications Specialist and student assistants.
- Excellent verbal and communication skills.

Posting Date

July 10, 2018

Application Screening

Application Screening begins August 3, 2018
Applications received before that date will receive first consideration.

This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Required Application Material:

Letter of interest
List of References
Complete SJSU Online Employment Application

Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.

Note To Applicant

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a conditional 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 conditionally offered the position.

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. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San Jos 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

SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.

It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose.

Contact Information

One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250





Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 7/11/2018
Application Due: 9/9/2018
Work Type: