**SFSU Internal Applicants Only**
Working Title
Executive Assistant to the Dean and Associate Deans
SF State University
San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.
Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing [email protected].
San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.
The person holding this position may be 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.
This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
Department
College of Science & Engineering (CoSE)
Appointment Type
This is a one-year probationary position.
Time Base
Full-Time (1.0)
Work Schedule
Monday through Friday, 8:00 a.m. to 5:00 p.m.
Anticipated Hiring Range
$5,797.00 - $6,528.00 Per Month ($69,564.00 - $78,336.00 Annually)
Salary is commensurate with experience.
Position Summary
Works independently under minimal supervision of the Dean of College of Science & Engineering (CoSE). Provides administrative support and office oversight as the CoSE Executive Dean’s Assistant and schedules meetings for the Dean as well as college wide meetings. Provides administrative support and schedules meetings for the Assistant Deans. Assists CoSE Dean and Assistant Deans with confidential tasks, projects and correspondence as needed. Oversees, trains and provides lead work to several office staff and student assistants to ensure a well-functioning office environment. Communicates information to college community as needed.
Position Information
Dean's Assistant and Scheduler
- Functions as gatekeeper for the Dean. Evaluates and priorities requests from faculty, staff, students and campus community members. Identifies, researches and evaluates problems before presenting them to the Dean.
- Maintains the Dean’s calendar. Has the ability to make judgments on and prioritize meeting requests, and to make sensible arrangements to Dean’s schedules. Maintains confidentiality of meetings and other arrangements as appropriate.
- Works closely with the Dean and facilitates communication between college administrators and the Dean involving confidential issues.
- Assists Dean in coordinating with key stakeholders and college administrators in insuring that projects critical to the college mission are efficiently handled with a high degree of accuracy and professionalism.
- Handles emerging tasks as identified by the Dean and delegates as appropriate.
- Prepares correspondence as needed.
- Collects data and prepares reports requested by the Dean.
- Handles special projects and other duties as assigned in support of the Dean’s Office.
Associate Deans' Assistant and Scheduler
- Functions as gatekeeper for the Associate Deans. Evaluates and prioritizes requests from faculty, staff, students and campus community members. Identifies, researches and evaluates problems before presenting them to the Associate Deans.
- Maintains the Associate Deans’ calendars. Has the ability to judge and prioritize meeting requests and to organize Associate Deans’ schedules appropriately. Maintains confidentiality of meetings and other arrangements as appropriate.
- Facilitates communication between college administrators/faculty/staff and the Associate Deans, sometimes involving confidential issues. Prepares correspondence as requested by the Associate Deans.
- Handles special projects and other duties as assigned in support of Associate Deans.
Dean's Office Oversight
- Oversees Dean’s Office core functions. Leads and trains college front office staff and student assistants, oversees front office operations and college events.
- Provides oversight of college space utilization.
- Oversees communication and coordination with members of the campus community (administrators, faculty, staff, and students)
- Coordinates guest visits to the campus and the Dean’s Office.
- Manages the general email account of the College and responds to or refers inquiries to appropriate offices/individuals.
- Screens requests and distributes mass e-mails to all faculty/staff members on behalf of the college after Dean’s review/authorization.
- Maintains and updates the College’s Monthly Calendar and College/Department staff directory.
College Events Organization
- Provides support for annual CoSE Donor Appreciation reception, including coordination and dissemination of invitations, collection of RSVPs, managing catering, and coordinating with University Advancement.
- Provide support for Student Project Showcase in collaboration with Associate Deans and Student Project Showcase Planning Committee.
- Provide support for Career Fair in collaboration with Associate Deans.
- Arrange catering and set up room and refreshments for various collegewide events, including WISE sponsored events, as needed.
College Meeting Organization
- Coordinates standing meetings, donor visits, events, and retreats for the College.
- Supports College-wide committees, including Science Council, and other committees requested by the Dean. Prepares agenda, attends and provides action items to the Dean and Science Council members.
- Supports College-wide committees administered by the Associate Deans. Prepares agendas, attends and provides action items to the Associate Deans and committee members.
- Responsible for composing and independently running College committee elections each semester and maintaining accurate committee membership lists. Provides the Dean with suggestions/input for faculty committee nominees.
- Is an active member of the Deans’ Assistants’ Monthly Meeting Group: Suggests items for discussion; disseminates information from meetings relevant to College/Department Staff and occasionally hosts meetings. Communicates with the group frequently on mutually relevant issues/concerns.
- Serves on the College Science Council and attends other meetings as required by the Dean.
College Communication
- Facilitates internal and external communications for the College as well as the Dean’s communications to key stakeholders.
- Coordinates information flow to website, science council, staff, and faculty members.
- Promotes a positive image of the College and University, responding to inquiries from the Campus Community (e.g., students, faculty, staff, and administrators) and off campus inquiries.
- Safeguards the confidentiality of the Dean’s Office by exercising discretion in communicating information to faculty members, staff, and students and the various groups served by the University and in handling administrative records, files, and other confidential items.
Other duties as assigned
Minimum Qualifications
- Education equivalent to a bachelor’s degree in related field and four years of relevant experience. Additionalexperience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
- Thorough and advanced knowledge of the principles, problems, and methods of business administration and operational and fiscal management.
- Excellent project planning skills, with the ability to manage multiple projects and deadlines simultaneously.
- Advanced public and internal relations skills to effectively represent the university leader, engage and collaborate with internal stakeholders, and manage relationships with external stakeholders.
- Advanced skill in leading, training, and mentoring other administrative staff.
- Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
- Expertise in administrative survey techniques, operations, and systems analysis, including the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Preferred Qualifications
- Master’s degree and/or equivalent training and at least 5 years of relevant executive administrative support experience.
- Possesses excellent oral and written communication skills; able to plan, organize, coordinate and perform work in complex situations and ability to effectively research and analyze problems. Detail oriented. Ability to coordinate and complete projects. Ability to make constructive recommendations for improvement in methods and procedures.
- Knowledge of and familiarity with College programs, Chairs, faculty, staff and University policies and procedures and/or how to acquire additional information about them.
- Knowledge of general higher education policies and procedures, ideally those specific to the CSU.
- Experience in social media use, web page tools and survey software (i.e., Qualtrics). Computer skills including standard word-processing, spreadsheet, database, and communication software. Ability to learn campus-wide database and IT systems.
- Ability to work independently, take initiative, and multi-task. Ability to reschedule work based on shifting priorities.
- Ability to anticipate college and department needs and develop systems as appropriate.
- Ability to establish and maintain effective working relationships.
Pre-Employment Requirements
This position requires the successful completion of a background check.
Eligibility to Work
Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.
Benefits
Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.
We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.
CSUEU Position (For CSUEU Positions Only)
Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.
Additional Information
**SFSU Internal Applicants Only**
SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).
Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.
CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/.
The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.
Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.
