Reporting to the Senior Associate Vice President (SAVP), the Executive Assistant (EA) serves as the primary administrative support for the SAVP and the University Personnel Leadership Team (UPLT) in a highly complex and diverse campus environment. The EA interprets and implements University policies, especially those related to budget, purchasing, personnel matters and management of a critical campus department. The incumbent manages the department budget and ensures the SAVP and UPLT are kept up to date on processes, procedures and other critical financial information. The incumbent performs specialized work of a highly sensitive and confidential nature including grievances and complaints, personnel matters, and management strategies, as well as special projects requiring extensive research and analysis. The EA manages the department office, collaborates with the UP-Management Team on special projects and assists with various department and campus events.
- Manage files, communications, and records of personnel matters including legal proceedings, grievances, collective bargaining and budgetary items.
- Prepare grievance, complaint and disciplinary responses for the SAVP.
- Compose, proofread and edit confidential correspondence of a complex nature (reports, letters, newsletter articles, etc.); may also initiate correspondence in support of department initiatives.
- Manage and coordinate sensitive administrative tasks associated with personnel matters, legal counsel and outside constituents.
- Oversee department personnel transactions and alerts SAVP of potential concerns, especially as related to budget.
- Represent University Personnel on various Finance/Budget committees.
- Analyze department expenditure data and projects annual department budget accordingly.
- Analyze department needs and make necessary annual purchasing plans for supplies, equipment, professional development, etc.
- Monitor department salaries using LCD reports and submits correction requests when necessary.
- Monitor and reconcile expenses using the Finance Data Warehouse.
- Coordinate department purchasing including preparation of requisitions, direct payments, online purchases, reimbursement vouchers, invoice approval, and budget/expense transfers as needed.
- Coordinate travel arrangements for SAVP, UPLT and other department staff as needed; review travel transactions in the Financial Transactions Services system.
- Prepare regular financial reports for SAVP and UPLT and holds timely meetings to review information.
- Develop and maintain detailed budget records and spreadsheets, and reconciles to the Finance Data Warehouse.
- Coordinate the daily operations of the SAVP’s office, including screening incoming calls and greeting visitors as well as responding to email inquiries.
- Coordinates department meetings and staff development events.
- Provide direct administrative support to the SAVP, including managing the SAVP’s calendar, receipt and review of highly confidential and sensitive correspondence and other communications, including legal matters, arbitration/grievance/complaint materials, information requests from various campus unions.
- Participate in UPLT and other management/department meetings as a business partner, taking notes for the SAVP, organizing data, developing workflows between UP units and making recommendations, as appropriate.
Knowledge, Skills & Abilities
- Strong knowledge of personnel processes and procedures
- Strong knowledge of operational and fiscal management, analysis and techniques
- Strong knowledge of campus budget and procurement processes or ability to learn quickly
- Strong knowledge and application of Oracle/PeopleSoft HR and Finance Systems, PageUp, Google Suite or ability to learn quickly
- Strong Knowledge of standard office software applications, such as Word, Excel, and PowerPoint
- Ability to effectively use application information systems and application in analysis, research, and reporting activities and projects
- Knowledge of project management techniques to create, manage and adjust as necessary, various aspects of a project to ensure successful conclusion
- Knowledge (or ability to quickly gain knowledge) of collective bargaining environment and procedures
- Strong oral and written communication skills
- Strong analytical skills, customer service, public relations and networking skills
- Ability to maintain strict confidentiality and appropriately handle sensitive communications with employees and external agencies
- Ability to work and communicate professionally with representatives from public and private entities and handle potentially sensitive situations
- Ability to handle multiple work priorities in a timely manner, initiating, organizing, planning and implementing work and projects.
- Ability to work and communicate collaboratively, professionally and respectfully with colleagues in University Personnel, in other units in the department and across campus
- Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
- Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
- Three years of administrative work experience
- Bachelor’s Degree
- Experience managing budget and procurement processes in a department or division office
- Experience preparing financial reports and making budgetary recommendations
- Experience supporting an executive level position
- Experience in higher education
- Experience in a human resources department
Classification: Confidential Administrative Support II
Anticipated Hiring Range: $6,000/month - $6,500/month
CSU Salary Range: $4,464/month - $10,180/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: March 23, 2023 through April 6, 2023. 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 fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to email@example.com.
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.
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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 firstname.lastname@example.org.
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@example.com.
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).