Executive Assistant to the Chief of Staff

San Jose, CA
Nov 06, 2018
Institution Type
Four-Year Institution

Job ID: 24824
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 1176
Department: Office of the President


Classification: Confidential Administrative Support - II
Salary Range: $4,233 /month - $9,237 /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/up/all/benefits/

About the Position

The Executive Assistant works independently to provide highly complex administrative office support for the Chief of Staff and the Office of the President; Performs specialized work of a highly sensitive and confidential nature requiring access to a variety of sources and forms of information as well as special projects requiring extensive research and analysis; Oversees all budgeting processes, including budget preparation and submission for the Office of the President; Assists with campus-wide activities and events sponsored by the Office of the President; and provides office support and guidance to student assistants and contributes to a welcoming environment for students, employees and community members. This position's responsibilities affect overall operations of the Office of the President.

Responsibilities include but are not limited to the following:

-Provide direct administrative support to the Chief of Staff, including receipt and review of sensitive inbound correspondence and other communications as well as project management.
-Oversee or assist with technical and facility needs and requests of the Chief of Staff.
-Coordinate travel including pre-approval, logistics and reimbursements. Reconciles GO card and Tower Card.
-Create, analyze and manage project timelines and deadlines.
-Anticipate the administrative needs of the Office of the President and the Chief of Staff, while managing multiple tasks of a confidential and sensitive nature.
-Coordinate and perform executive administrative and project management support for special committees and events as assigned by the President or Chief of Staff.
-Communicate and maintain policies, guidelines and procedures to support the accurate functions of the office. Sensitively communicates on behalf of the office with high-ranking university officials, community leaders, campus colleagues, and the general public, while maintaining strict confidentiality where needed.
-Compose, proofread and edit sensitive correspondence, reports, event scripts.
-Assist Chief of Staff with maintaining all pending and ongoing litigation documentation.
-Arrange and schedule meetings, including coordinating logistics with executive staff across the university.
-Provide information, guidance, and advice in the office and across the campus on a wide range of issues/questions; make appropriate referrals; respond to or refers as appropriate public relations issues; make inquiries and coordinates responses on behalf of the Office of the President. Assist President in the absence of Presidential Aide.
-Monitor budget and manage budget process and prepare annual budget for Office of the President.
-Attend campus wide budget meetings and communicate changes in processes and procedures to appropriate staff.
-Assist with the design, planning, implementation, and management of special events in the Office of the President while coordinating with other campus entities.
-Coordinate office administrative/logistical tasks associated with the various annual awards that require decision by the President.
-Coordinate sensitive administrative, logistical tasks/timelines associated with Executive Searches.

Education and Experience

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 and three years of administrative work experience.

Preferred Qualifications

-Bachelor's Degree in related field
-Five years of progressively responsible professional office coordination experience
-Experience supporting executive management
-Budget management experience
-Experience in a higher education environment

Knowledge, Skills & Abilities

-Thorough knowledge of and ability to apply extensive expertise to the principles, policies and practices related to techniques of organization, administration, and functions of a highly sensitive and confidential executive office.
-Thorough knowledge of software applications such as: MS Office products including Word, Excel and PowerPoint, Google Stream, Google mail, calendar, docs, sheets, forms, etc. and database management.
-Strong oral communication skills.
-Excellent customer service and public relations skills.
-Working knowledge of operational and fiscal analysis and techniques as well as software applications.
-Ability to effectively compose, edit and appropriately format correspondence and reports.
-Skill in the research, development and evaluation of policies and programs, including the collection, evaluation and interpretation of data to develop sound conclusions and make appropriate recommendations.
-Ability to maintain confidentiality and appropriately handle sensitive communications with university staff, faculty, students, and community leaders and the public.
-Ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
-Ability to use tact and good judgment in responding to request for information and/or interpretation of policies or procedures.
-Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
-Ability to perform accurately in a detail-oriented environment; handle multiple work priorities; and organize, set deadlines, and plan work and projects.
-Ability to train others and provide work lead direction.
-Ability to apply a high degree of judgment, discretion, and initiative in coordinating activities associated with the President's Office.
-Ability to process information quickly for a fast-paced office.
-Ability to establish and maintain effective working relationships with high ranking campus administrators, community leaders, and the public.
-Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
-Expertise in investigating and analyzing problems with broad administrative impact and implications. Ability to anticipate problems and address them proactively.

Posting Date

November 5, 2018

Application Screening

Application Screening begins November 20, 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-PDF
List of References-PDF

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 driminal 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



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