The Executive Assistant is a key position in the Dean of Students’ (DOS) Office. The Office is a busy and fast-paced but happy place, frequently responding to urgent situations, handling confidential information and welcoming a wide variety of stakeholders for a wide variety of reasons. It is an office that is for and about students and as such, a student-centered attitude is critical. The Executive Assistant assures that this operation continues to be high functioning and positive. By recruiting, training and supervising excellent student assistants, supporting the administration, maintaining and modeling pleasant, stable and professional behavior and truly caring about the people who walk into and operate in and around the office area, the impact of the Executive Assistant is profound and truly sets the tone for everything else that happens in that space.
Responsibilities include supporting the AVP/DOS as well as the Assistant Dean of Students. The Executive Assistant will also provide some support to the Case Manager, when necessary. Due to the confidential nature of the work, the position demands discretion, excellent interpersonal skills, kindness, diplomacy, and a highly professional level of judgment.
The Executive Assistant acts as the primary point of contact for the AVP/DOS, manages the AVP/DOS’s calendar and the flow of communication, producing a wide variety of correspondence. The Executive Assistant manages projects for the AVP/DOS, assuring attention to detail and regular follow through. The Executive Assistant creates reports, spreadsheets, organizational charts and various graphics, requests for information, meeting agendas and distributable minutes, and other documents which may involve highly confidential matters (i.e., student conduct documents, threat assessment information, budget, staffing plans, resource allocations, etc.). The Executive Assistant brings urgent matters to the attention of the AVP/DOS, or acts on them independently, pulling in the appropriate directors and managers. The Executive Assistant maintains consistent and effective communication with the AVP/DOS and insures the AVP/DOS is aware of any issues that may arise in a timely manner.
FLSA Exempt - This position is covered by health benefits, and is exempt, (not eligible for overtime compensation) according to the Fair Labor Standards Act.
Classification Salary Range
Salary Grade/Range 2
Is this position Hourly or Intermittent? No
Regular or Temporary Temp
Full Time or Part Time Full Time
Pay Plan 12
Work Hours Monday-Friday, 8am-5pm. Work hours may vary depending on operations.
The Dean of Students’ Office facilitates educational success and personal development through support services and the management of rich, engaging co-curricular experiences and opportunities. The AVP/DOS provides leadership the following departments: the Academic Advising Center, Associated Students, Inc., the Career Center, Centers for Diversity and Inclusion, New Student Orientation, Project Rebound, Services for Students with Disabilities, the Student Conduct Office, the Testing Center, Student Organizations & Leadership, and University Housing Services.
More information on these departments can be found at:
Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation
would normally be obtained through a bachelor’s degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Must be comparable to the Minimum Qualifications, appropriate to the skill level of the position, and would allow an incumbent to satisfactorily perform the Essential Functions of the position.
1. Experience providing administrative and clerical support at an executive level
2. Experience and proficiency with all standard office software (Word, Excel, Access, Powerpoint, Outlook, etc.)
Knowledge, Skills, & Abilities
3. Excellent communication skills, both oral and written.
4. Ability to produce clear and concise documentation and reports; excellent proofreading skills.
5. Ability to synthesize information and convert to graphic representations and high quality presentations.
6. Scrupulous attention to detail.
7. Superior discretion, judgment, tact, diplomacy, creativity and initiative.
8. Strong interpersonal skills.
9. Social media fluency.
10. Excellent organizational, planning and project management skills.
11. Ability to work independently, as well as in a team environment.
12. Discretion and the ability to maintain confidentiality.
13. Ability to adapt to change and learn new applications.
14. The ability to maintain a calm and constructive demeanor, especially when facing urgent situations.
15. Working knowledge of budget policies and procedures.
16. Quantitative skills including but not limited to calculating ratios and percentages and tracking data.
17. Ability to independently research, review and summarize information found.
18. Ability to provide basic training and direction to others.
Conditions of Employment
- Ability to pass background check
19. Bachelor’s degree in Business Administration or related field.
20. Experience using CMS (Common Management System), CFS and Cognos.
21. Ability to perform complex tasks such as animation, graphics, pivot tables, and advanced formulas utilizing Microsoft Office Suite (Outlook, Work, Excel, Power Point, etc.)
22. Knowledge of and experience working with University policies and procedures.
23. Experience providing administrative support at an Executive level office in an institution of higher education.
24. Knowledge of FERPA regulations.
Is Background Check Required Yes
Background Check Disclaimer
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position.
Candidate will be required to provide official transcripts of their highest degree earned and must furnish proof of eligibility to work in the U.S.. California State University, Sacramento is a sponsoring agency ( ie. H-1-B Visa).
Hiring Preference Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2, 5, 7, and 9 will be given first consideration in the recruitment.
Conflict of Interest
The duties of this position include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, an on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.
California Child Abuse and Neglect Reporting Act
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 the California State University Executive Order 1083 as a condition of employment.