CSU Careers CSU
SFSU Internal Applicants Only
Working Title
Executive Assistant to the Dean and Associate Deans
SF StateUniversity
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.
