Executive Assistant

Job ID: 24827
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 1176
Department: Organizational Development


Classification: Confidential Administrative Support - II
Salary Range: $4,233 /month - $9,237 /month
FLSA status: Exempt

San Jos 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 provides highly complex administrative office support for the Vice President for Organizational Development and Strategic Initiatives. 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, management strategies, progress reports of campus programs and projects, financial and other data related to University strategic initiatives and partnerships. The incumbent also serves as a key contact for communication within the division, across campus offices, with the Chancellor's Office and external constituents.

Responsibilities include but are not limited to the following:

-Manage files, communications, and records of highly confidential personnel matters including legal proceedings, investigations, collective bargaining and disciplinary proceedings.
-Assist in preparation of Vice President communication in personnel and other matters.
-Provide research and preparation assistance for reports and presentations related to workforce development, strategic planning, government relations and community/industry outreach/relations.
-Manage and coordinate sensitive administrative tasks associated with personnel issues, University strategic initiatives/projects, legal counsel and outside constituents/projects.
-Coordinate the daily operations of the Vice President's office, including screening incoming calls and greeting visitors as well as responding to email inquiries.
-Serve as the office's primary contact responding to questions and analyzing and resolving problems.
-Establish and maintain office policies and procedures including emergency evacuation.
-Provide 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.
-Manage priorities for the Vice President.
-Serve as division contact for various matters.
-Respond to requests for the Vice President.
-Using a high level of judgement & decision making, analyze materials and situations, making recommendations to the Vice President.
-Review and ensure accuracy for monthly direct reports attendance through absence management.
-Provide support to university and division committees as assigned.
-Serve on staff search committees, as assigned.
-Represent the office of the Vice President in collaboration with the offices of the president, other Vice Presidents, associate Vice Presidents, chancellor's office and the general public.
-Provide technical and other assistance for all meetings involving the Vice President.
-Compose, proofread and edit confidential correspondence of a complex nature (reports, letters, campus wide emails, etc.) on behalf of the Vice President. Initiate correspondence in support of division initiatives.
-Provide support for division communications with internal and external constituencies.
-Prepare and/or edit and distribute communications on behalf of the Vice President and others as requested through SJSU Announce.
-Basic troubleshooting of IT for office and online meetings through telepresence systems.

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

-SJSU experience
-Experience supporting an executive
-Excellent written communication skills
-Project management experience

Knowledge, Skills & Abilities

-Knowledge of and ability to apply standard theories, principles, practices, and techniques to develop conclusions and make recommendations.
-Ability to work professionally with representatives from public and private entities and handle potentially sensitive situations.
-Ability to understand problems from a broad, interactive perspective and ability to develop solutions that combine information and ideas in new ways.
-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 work collaboratively with colleagues in other units reporting to the Vice President office of Administration & Finance.
-Ability to perform accurately in a detail-oriented environment.
-Knowledge of English grammar, business writing, punctuation and spelling to effectively compose, edit and appropriately format correspondence and reports.
-Ability to maintain and effectively communicate with high-level and diverse contacts within the university system and with outside entities and agencies.
-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 anticipate problems and address them proactively.
-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 successful conclusion.
-Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
-Ability to plan and manage multiple and ongoing events and projects.
-Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
-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.

Posting Date

November 8, 2018

Application Screening

Application Screening begins November 23, 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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