Job no: 517243
Work type: Staff
Location: San Diego
Categories: Confidential, Administrative, Probationary, Full Time

Position Summary

The Provost and Senior Vice President oversees Academic Affairs, which consists of seven colleges and the SDSU-Imperial Valley campus as well as the College of Graduate Studies, SDSU Global Campus, University Library, Analytic Studies and Institutional Research (ASIR), Curriculum, Assessment, & Accreditation, Enrollment Services, Faculty Advancement & Student Success, Resource Management, and International Affairs. The Provost deals with academic goals, educational policy, curriculum planning and development, program planning and quality control, instructional and faculty development, student educational services, external funding support, resource allocations, personnel actions pertaining to faculty and academic staff, collective bargaining, facilities management, and all matters that affect the academic environment. The Provost and Senior Vice President serves as spokesperson to the community on matters of academic concern and as President in the absence of the President, and acts as the President's designee on campus, local, regional, state, and California State University System committees. Search committees for new deans of colleges and deans' administrative review panels are coordinated by the Provost Office.

Under the general supervision of the Executive Assistant, the Administrative Coordinator provides general office and administrative support, guest relations and reception, daily operational and support tasks, and other limited duties, special projects and events as assigned. The Administrative Coordinator supports and coordinates general office activities; supporting budget-related processes; preparing, processing, and compiling data and reports; handling sensitive information; arranging meetings and events; making travel and other arrangements; and coordinating work duties as needed.

Duties include greeting and receiving guests, answering and referring telephone calls for the Provost’s Office, Financial Operations, Curriculum, Assessment, & Accreditation, and Academic Labor Relations. Placing time certain phone appointments and calls as requested by the Provost, sorting and distributing mail and deliveries, maintaining office supplies and coordinating supply orders, drafting and also assisting in the processing of correspondences, independently facilitating requests for the Provost’s approval, maintenance and archival of files, managing the Provost’s website and monitoring social media accounts, and management and distribution of high demand contact lists.

The Office of the Provost and Senior Vice President deals with personnel actions pertaining to faculty and academic staff and collective bargaining issues. This position works in an environment that assists with implementing the CFA contract and handles issues including equity programs, grievances, and retention decisions that are subject to meet and confer.

The Administrative Coordinator independently initiates requests for campus and external services, maintains workroom equipment, manages the appearance of the front office and other communal spaces, maintains and manages the Provost’s Conference room, reservation requests and equipment. Facilitates IT requests for meeting and desktop support for the Provost Office. Independently process and coordinate travel and hosting reimbursements for the Provost, events, and dean recruitments. Independently maintains discretionary auxiliary accounts and initiates budget transactions and payments. Supports Assistant Vice President of Academic Labor Relations with mailing timely outbound, confidential correspondences, processing travel documentation and expense reimbursements. Coordinates and schedules meetings for external groups. Assists in coordinating events, including arrangement of luncheon and reception catering. Attends Academic Affairs Deans and leadership meetings and keeps meeting minutes. Additionally, the incumbent acts as the Provost Office’s Safety Coordinator and Telecommunications and Network Services Coordinator and provides support to the Provost and Executive Assistant as requested.

The Administrative Coordinator must be able to maintain a calm, courteous and professional demeanor at all times, especially in dealing with difficult personalities and situations. The incumbent must be able to use judgment in prioritizing and work tasks and duties independently, display attentiveness, a well-groomed appearance, initiative, respect for confidentiality and discretion, a positive attitude and dependability.

For more information regarding the Provost Office, click here.

Full-time, permanent (probationary) position. This position is designated non-exempt under FLSA and is eligible for overtime compensation. Standard SDSU work hours are Monday-Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs.

This position is physically located at the SDSU Main Campus in San Diego.

Education and Experience

To enter this classification, an employee must have fundamental written and oral communication skills, including a basic foundation of English grammar, spelling and punctuation; an ability to understand basic office procedures; an ability to operate standard office equipment; and an ability to perform basic arithmetic. Position requires basic typing and keyboard skills. These entry qualifications normally would be obtained through completion of a high school program or its equivalent and a year or more of general office experience.

Preferred Qualifications

Bachelor’s degree (or equivalent)
Experience working in higher education and/or public sector. Experience managing and maintaining various calendars. Front desk reception experience.
2-3 years of progressively responsible clerical and administrative experience.
Thorough knowledge of applicable university infrastructure, policies, and procedures.

Specialized Skills

Proficiency with Microsoft Office Suite, Google Workspace (Gmail, Calendar, Drive, Doc, Sheets, Forms) or comparable cloud computing tools, AdobeSign or other comparable electronic signature apps.
Thorough knowledge of office methods, procedures, and practices.
Excellent verbal and written communication skills.
Strong customer service and interpersonal communication skills.
High comfort level working with people of various ages, ethnicities, abilities, etc.
Ability to apply common sense, tact, and discretion in any contacts made on behalf of the Provost’s Office and University.
Ability to maintain a calm, courteous and professional demeanor at all times, especially in dealing with difficult personalities and situations.
Ability to handle multiple tasks simultaneously and work independently with priority of assignments changing frequently and often determined by others.
Ability to work well with others in a fast-paced and high-pressure environment. Staff is responsible for keeping their supervisor informed of progress of assigned tasks and be available to assist co-workers as directed by the supervisor.
Ability to prioritize and work independently, display attentiveness, a well-groomed appearance, initiative, respect for confidentiality and discretion, a positive attitude and dependability.
Experience with multiple phone lines.
Ability to operate and troubleshoot standard office equipment including computers, copiers, printers, teleconference systems and fax machines.
Working knowledge of The California State University System and San Diego State University.
Must be able to lift up to 25 pounds.
May be required to sit for long periods of time

Compensation and Benefits

Starting salary upon appointment is not expected to exceed $4,120 per month. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources.

San Diego State University offers a rich benefits package that constitutes a major portion of total compensation. For more information regarding SDSU benefits, please click here.

CSU Classification Salary Range: $3,120 - $4,680 per month.

SDSU Vaccine Policy

In accordance with the California State University systemwide policy, students, faculty, and staff must be fully vaccinated against COVID-19 or provide a valid medical or religious exemption in order to access campus. Individuals are considered fully vaccinated for five months after their final dose of a two-dose COVID-19 vaccine or for two months after receiving the only dose of a single-dose vaccine. Afterward a COVID-19 booster is required to continue to be considered fully vaccinated.

The individual hired into this role will be required to submit their completed vaccination documentation to the university’s secure online health portal prior to beginning work. Individuals with an approved medical or religious exemption on file with the university will be required to participate in SDSU’s COVID-19 testing program.

Supplemental Information

Initial review of the required application materials, including cover letters and resumes, will begin on August 22, 2022. To receive full consideration, apply by August 21, 2022. The position will remain open until filled.

The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

San Diego State University is not a sponsoring agency for staff or management positions (e.g., H-1B visa). Applicants must currently be authorized to work in the United States on a full-time basis. Offers of employment are contingent upon the presentation of documents that demonstrate a person's identity and authorization to work in the United States, which are consistent with the provisions of the Immigration Reform and Control Act.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

SDSU is a smoke-free campus. For more information, please click here.

SDSU is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.

Applicants with disabilities and applicants who require assistance completing an application may contact Taylor Jaress at tjaress@sdsu.edu.

Advertised: Aug 08, 2022 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled