Reporting to the Senior Associate Vice President (SAVP) for University Marketing and Communications (UMC) the Administrative Assistant to the Senior Associate Vice President for University Marketing and Communications serves as the primary point of contact for the UMC department. The Administrative Assistant works independently to perform complex administrative functions requiring access to a variety of sources of information including management strategies and other sensitive documentation. The Administrative Assistant is responsible for scheduling/managing SAVP’s calendar. In addition, the Administrative Assistant is responsible for working on special projects for the SAVP including project management, analyses and reporting. The Administrative Assistant makes decisions, handles issues using discretion, and applies knowledge of relevant CSU and SJSU policies, regulations, and procedures.
- Provide direct administrative support to the SAVP including managing calendar, creating and setting up meetings with various constituents (on and off campus) as well as receipt and review of confidential and sensitive correspondence and other communications.
- Exercise a very high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities.
- Track state expenditures and reconcile the budget for UMC using the CFS Data Warehouse reporting tool and University Advancement customized Expense Tracking Database; Prepare financial reports as they relate to UMC; Provide follow-up on other action items as needed.
- Interpret and maintain policies, guidelines, and procedures to support the accurate functions of the office; Assist the office staff with procedural questions/issues and recommendations regarding office operation and budgetary support.
- Assist in the recruiting and onboarding of hired UMC employees and student assistants.
- Provide support to SAVP and UMC department in preparing for various meetings as well as planning and implementation of communications and marketing plans throughout the year. Work closely and effectively with SAVP on upcoming commitments and responsibilities, following up appropriately. Distribute in advance materials before meetings in electronic/paper format.
- Assist in logistics (e.g. scheduling) pertaining to performance reviews, complaints, disciplinary actions, and other personnel issues.
- Coordinate and expedite the completion of tasks required between SAVP and other campus departments, divisions, President’s and Chancellor’s Office, colleges, and off-campus agencies.
- Assist SAVP with special projects as assigned including confidential matters.
- Conduct research based on special projects assigned to ensure successful planning and implementation. Prepare reports and presentations.
Knowledge, Skills & Abilities
- Expert level oral and written communication skills with diplomatic demeanor to provide service to staff, administration and the public
- Working knowledge of operational and fiscal analysis
- Demonstrated working knowledge of general practices related to executive support.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Demonstrated strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail in a deadline-driven environment.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
- Ability to set own priorities, perform consistently, organize and plan work and projects; make decisions independently and timely, complete projects accurately with little or no supervision
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
- Knowledge of marketing automation software tool (e.g. Marketo, Hubspot)
- Knowledge of content management system (e.g. Omni Update Campus, Drupal, Wordpress)
- Knowledge of project management platforms (e.g. Asana, Smartsheet, Basecamp).
- Knowledge of communication management platforms (e.g. GatherContent, Slack, Google Chat)
- Ability to work under pressure to handle a wide variety of activities and confidential matters with discretion, maintain balance among multiple priorities, and routinely interface with a wide variety of stakeholders including but not limited to senior administration, faculty, students, auxiliary groups, alumni, community leaders, current/potential donors, and government agencies
- Ability to interpret and apply Collective Bargaining Agreements, University Policies, Executive Orders, and other campus/system-wide directives
- A bachelor's degree and/or equivalent training
- Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
- Bachelor’s Degree
- Experience supporting executive management
- Experience with marketing automation software tool (e.g. Marketo Hubspot, Pardot)
- Experience with project management tool (e.g. Asana, BaseCamp, GatherContent)
- Experience with communications platforms (e.g. Slack, Google Chat Enterprise)
- Experience with excel spreadsheet, PowerPoint, and/or Prezio
- Budget management experience
- Experience in a higher education environment
Classification: Administrative Analyst Specialist – Exempt II
Anticipated Hiring Range: $5,417/month - $6,250/month
Salary Range: $4,693/month - $8,489/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.
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
- Letter of Interest
All applicants must apply within the specified application period: October 8, 2021 through October 22, 2021. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
CSU Vaccination Policy
The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement as a condition of employment. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to firstname.lastname@example.org.
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.
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).