Executive Assistant to the Chief of Police

Job Details

Job no: 515553
Work type: Staff
Location: San José
Categories: Confidential, Administrative, Probationary, Full Time

Job Summary

Reporting directly to the Chief of Police, the Executive Assistant to the Chief of Police works independently performing a wide variety of specialized administrative and analytical duties and/or services in support of the Chief and the University Police Department while maintaining a high level of confidentiality. Must have the ability to effectively manage sensitive interpersonal interactions at all levels. Contributes to the completion of broader and more complex organizational or program projects and goals. Often provides project leadership or represents the work unit on key projects within and outside the organization. Exercises initiative and considerable judgement and discretion reflective of a thorough knowledge of a professional administrative specialty and/or program and/or policy areas. Analyzes and addresses problems using reasoning and the interpretation and application of theories and principles to develop and recommend alternatives and best course of action. Work requires coordination with individuals at all levels within the organization and, as needed, acts as a representative to outside entities.

Key Responsibilities

  • Serve as first point of contact for the Office of the Chief
  • Promote accessibility, prioritizing communications and directing inquiries to the appropriate venue with an emphasis on problem-solving
  • Coordinate administrative support functions for the office of the Chief; often involving evaluation and recommendations related to operational and procedural matters; requires independent decision-making while ensuring all suitable policies and procedures are interpreted and applied appropriately
  • Research and provide background material on emerging law enforcement or campus issues as needed
  • Interact with Federal, State, and Local law enforcement agencies at Chief’s discretion
  • Handle CSU Chiefs communications (manage Chief’s inbox which has access to labor relations information), maintain confidential files including attorney client privilege at Chief’s direction, SUPA labor related confidential files, discipline and recognition files, confidential Background files, POST updates
  • Supervise and control access to all confidential records
  • Screen and set access and appointments for the Chief of Police and greet visitors, ascertain nature of business; take action or refer to appropriate office
  • Review and edit department correspondence sent through the chain of command, ensuring documents and reports are professionally presented and adhere to appropriate policies and procedures
  • Plan and organize countywide organization meetings held at UPD. Organize and maintain department data drives, ensuring appropriate forms and files are updated
  • Maintain confidentiality of all sensitive files and materials including but not limited to Internal Affairs and Administrative Investigations
  • Instruct student assistant for seamless support in critical matters related to the office of the chief
  • Project and plan department equipment needs; order and maintain inventory for office supplies, forms and uniforms
  • Coordinate office equipment updates and operations with IT and consultants. Facilitate and coordinate department telecommunications needs
  • Act as the point of contact for building repair/maintenance service requests
  • Prepare Requisitions, Direct Payments, and reimbursements as needed. Prepare travel arrangements for Chief of Police and other staff members as needed
  • Maintain, control and issue police badges when needed; determine and maintain proper inventory, working with the vendor to purchase or refurbish as required
  • Schedule and attend Command Staff (management level) and provide support to same; seek input and provide agendas for these meetings
  • Interface with on-campus IT and outside consultants
  • Prepare department recognition program nominations submitted for the selection process; design related marketing plans and materials
  • Coordinate catering and logistics for UPD events, interview panels, organizational meetings, swearing in ceremonies, Santa Clara County Police Chiefs’ meeting, hosting for Chief’s special meetings, department recognition ceremonies
  • Research with IT and make decisions on hardware to implement and allocate same to department staff as needed

Knowledge, Skills & Abilities

  • Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
  • Ability to understand problems from a broader prospective and anticipate the impact of office administrative problems and solutions in other areas
  • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
  • Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures
  • Working knowledge of operational and fiscal analysis and techniques
  • Ability to work collaboratively with campus partners and prioritize information flow to the Chief
  • Ability to troubleshoot office administrative problems and respond to all inquiries and requests related to work area
  • Ability to prioritize issues and inform Chief of most pressing issues
  • Ability to maintain confidentiality
  • Strong skills in using office software packages, technology, and systems
  • Ability to train others on new skills and procedures and provide lead work direction

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 (3) years of administrative work experience

Preferred Qualifications

  • Experience handling confidential and sensitive material
  • Two (2) years of administrative experience involving public contact or employment at a law enforcement agency

Compensation

Classification: Confidential Administrative Support II
Anticipated Hiring Range: $5,500/month - $6,300/month
CSU Hiring Range: $4,464/month - $9,514/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: June 14, 2022 through June 28, 2022. 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
[email protected]
408-924-2252

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [email protected].

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.

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 [email protected].

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 [email protected].

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: June 14, 2022 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled

Organization

Welcome to San José State University!

San José State University is a major, comprehensive public university located in the center of San José and in the heart of Silicon Valley. SJSU is the oldest state university in California. Its distinctive character has been forged by its long history, by its location, and by its vision - a blend of the old and the new, of the traditional and the innovative. Among its most prized traditions is an uncompromising commitment to offer access to higher education to all persons who meet the criteria for admission, yielding a stimulating mix of age groups, cultures, and economic backgrounds for teaching, learning, and research. SJSU takes pride in and is firmly committed to teaching and learning, with a faculty that is active in scholarship, research, technological innovation, community service, and the arts.

Located on 154 acres in downtown San José, the university offers the excitement of studying at a large, metropolitan campus where many cultures meet. Yet students find personal attention from faculty members in the smaller setting of the university's eight colleges.

Mission Statement

In collaboration with nearby industries and communities, this faculty and staff is dedicated to achieving the University's mission as a responsive institution of the State of California.

To enrich the lives of its students, to transmit knowledge to its students along with the necessary skills for applying it in the service of our society, and to expand the base of knowledge through research and scholarship.

Leadership at SJSU

Leadership at San Jose State is defined by a belief that shared decision making and collaborative university governance is at the core of our culture. With this inclusive approach as a guide, President Mohammad H. Qayoumi and the university's leadership promote discussion and engagement among faculty, staff, students and the community to shape and accomplish the goals of San Jose State.

California State University System

San Jose State is one of 23 campuses within the California State University System, the largest, the most diverse, and one of the most affordable university systems in the country. The 25-member CSU Board of Trustees is responsible for the oversight of the California State University system. See the California State University, Office of the Chancellor website for more information.

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