San José State University Hiring for Executive Assistant to the Dean and Communication Lead at San José Full Time

Job no: 528474
Work type: Staff
Location: San José
Categories: Unit 9 – CSUEU – Technical Support Services, Administrative, Probationary, Full Time

Job Summary

Reporting to the Director of Resources and Operations in the College of Social Sciences and receiving work lead direction from the Dean of Social Sciences, the Executive Assistant (EA) to the Dean and Communications Lead enhances the dean’s effectiveness by managing internal and external communications and representing the dean to a diverse community of stakeholders. The Executive Assistant performs duties independently to achieve specified outcomes. This position manages all communications to and from the dean’s office and provides programmatic and administrative support for the dean, including support for planning and scheduling meetings, conferences, small to medium size events, travel, the Council of Chairs, faculty recruitment, special programs with alumni, corporate and private donors, and various college promotional activities. The EA provides information management support by drafting documents and memos, preparing reports and presentations, and remaining current on relevant University and CSU policies and procedures. The Executive Assistant and Communications Lead must work collaboratively and effectively to establish and maintain working relationships within a diverse environment and is committed to creating an inclusive environment for all employees.

Key Responsibilities

• Provide day-to-day administrative support for Dean and support for committees and task forces chaired by the Dean and the Dean’s delegates
• Serve as the Dean’s primary point of contact and follow-up with appropriate parties on behalf of the Dean to ensure deadlines are met
• Coordinate and direct all traffic into Dean’s office or contacts with Dean; identify and prioritize requests
• Assess urgency level of a response and, when appropriate, disseminate information on behalf of the Dean to external and internal stakeholders
• Manage Dean’s travel and reimbursements
• Draft and follow through on routine correspondence for Dean
• Provide representation on university commencement committee
• Follow directives from Dean and other campus leadership in exceptional (emergency) situations (i.e., medical administration, facilities, operational)
• Serve as college’s primary safety officer including attendance at safety meetings, managing emergency response communications, and directing other staff (i.e., fire drills, recruiting Building Emergency Team members)
• Intake and track all documents that require review and approval by the Dean; ensure completeness of documents requiring Dean’s approval or signature
• Leads special project assignments and research projects for the dean including researching and reporting on college student statistics and writing reports for VIP college endowment donors and other University offices, as needed
• Support the Dean’s Office in researching and analyzing institutional policies to ensure compliance with CSU, SJSU, and college election policies
• Manages the processes for: department chair elections and reviews; tenure track faculty recruitment and appointments, faculty reassignments; and college representatives on university committee elections
• Responsible for planning, designing, promoting, implementing and managing small to medium scale events for the college’s internal and external constituents for events such as: naming and stewardship events, all college welcome back meetings, corporate and peer institution visits, SJSU deans and ADs lunches, RTP faculty lunch, council of chairs meetings, and dean’s meetings with students, all college faculty and staff meetings, and other events as assigned

Knowledge, Skills & Abilities

• Composes timely, accurate and appropriately formatted correspondence and reports.
• Prioritizes and balances a heavy workload with high level of productivity, proficiency and precision
• Anticipates problems and address them proactively
• Excellent oral and written communication skills
• Customer service and public relations skills
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Ability to investigate and analyze problems with a broad administrative impact and implication
• Advanced knowledge in Microsoft Office suite software programs (Word, Excel, PowerPoint)
• Ability to make sound, logical, and timely decisions for complex situations when a precedent does not exist
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

• A bachelor’s degree and/or equivalent training
• Two 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 – oversee complex projects and events
• Supervisory experience – lead and oversee work of others
• Excellent written communication skills
• Experience with working diverse populations

Compensation

Classification: Administrative Analyst/Specialist – Exempt I
Anticipated Hiring Range: $5,295/month – $5,798/month
CSU Salary Range: $4,170/month – $7,545/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 8, 2023 through June 25, 2023. 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 strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each 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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

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 08, 2023 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled