Job Summary

Reporting to the Vice Provost for Academic Innovation, the Executive Assistant functions as a strategic administrative partner to the Vice Provost and serves as the primary coordinator for executive communications, project management, information management, and executive operations for the Academic Innovation unit. Working under general supervision, the incumbent is responsible for calendar management, coordinating complex schedules, supporting strategic initiatives, and overseeing executive-level meetings and events.

The Executive Assistant also serves as a key liaison between the Vice Provost, Academic Innovation program managers, university leadership, faculty, staff, students, and community partners. The incumbent exercises discretion and independent judgment in handling confidential matters, coordinating administrative operations, supporting budget and procurement activities, and assisting with personnel, facilities, and operational processes that support the efficient functioning of the Academic Innovation unit.

Key Responsibilities

• Serve as the primary point of contact for the Vice Provost and manage communications and information flow with internal and external stakeholders
• Independently manage and prioritize the Vice Provost's calendar, appointments, meetings, travel, and commitments
• Coordinate and direct requests to the Vice Provost's Office and determine appropriate routing and follow-up
• Draft, edit, and coordinate executive correspondence, reports, presentations, agendas, briefing materials, and executive communications
• Monitor incoming communications and exercise judgment to determine urgency, priority, and the appropriate response.
• Prepare meeting materials and track action items to ensure timely completion
• Utilize campus’s Google Drive to maintain executive files, records, and document tracking systems
• Serve as liaison between the Vice Provost and Academic Innovation program managers, campus leadership, faculty, staff, students, and external partners
• Coordinate special projects and initiatives assigned by the Vice Provost
• Develop and maintain project timelines, status reports, tracking tools, and project documentation
• Conduct research, gather data, and prepare reports, presentations, and briefing materials
• Collaborate with Academic Innovation program managers and campus partners to support implementation of initiatives and ensure alignment with unit priorities
• Support committees, task forces, advisory groups, and working groups chaired by or involving the Vice Provost
• Advises the Vice Provost and, as appropriate, others within the unit on CSU and SJSU policies and procedures for budget administration
• Develops and administers the budget in collaboration with Academic Business and Strategic Operations (ABSO)
• Provide administrative coordination for unit budget tracking, procurement, and travel transactions, ensuring compliance with CSU and campus policies and required timelines
• Coordinate meetings, retreats, workshops, recognition events, and other Academic Innovation events
• Coordinate logistics including facilities reservations, catering, travel arrangements, technology support, and event materials
• Serve as liaison with Academic Business & Strategic Operations (ABSO), University Personnel, Facilities Development and Operations (FD&O), Information Technology (IT), and other campus service units regarding matters affecting Academic Innovation operations
• Intakes and tracks all documents that require review and approval by the Vice Provost or others in the unit; ensures completeness of documents requiring approval or signature
• Provide lead work direction and training to student assistants, as needed

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Excellent oral and written communication skills, including the ability to prepare timely, accurate, and appropriately formatted correspondence, reports, presentations, and other communications for diverse internal and external constituencies
• Working knowledge of executive-level administrative practices and project management principles
• Strong organizational, planning, and project coordination skills, with the ability to independently prioritize, manage multiple competing demands, balance a heavy workload, and maintain a high level of productivity, accuracy, and attention to detail
• Ability to take initiative, anticipate issues, and proactively develop and implement solutions in a dynamic and fast-paced environment
• Knowledge of research, policy and program development, and evaluation methods, including the ability to collect, analyze, interpret, and present data to develop sound conclusions and recommendations
• Ability to investigate, analyze, and resolve complex administrative and operational issues with broad organizational impact
• Ability to make sound, logical, and timely decisions in complex situations where precedent may not exist
• Ability to provide lead work direction, training, and guidance to student assistants
• Proficiency in Google Workspace, Microsoft Office, PeopleSoft, DocuSign, and related business applications
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices

Required Qualifications

• Equivalent to a bachelor's degree in a related field
• Two years of relevant experience. Additional experience 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.

Preferred Qualifications

• Bachelor's degree or equivalent combination of education and experience
• Experience providing executive-level administrative support
• Experience supporting budgets, procurement, travel, and personnel processes
• Experience coordinating projects, events, and special initiatives
• Experience working within the CSU system or a public higher education environment
• Experience supervising or providing lead work direction to student assistants
• Experience preparing executive communications, presentations, websites, newsletters, or reports

Compensation

Classification: Executive Assistant II
Anticipated Hiring Range: $6,303/month - $6,960/month (Step 10 – Step 15)
CSU Salary Range: $5,274/month - $7,684/month (Step 1 – Step 20)

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.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: July 7, 2026 through July 23, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

People and Culture
jobs@sjsu.edu

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

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. 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.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

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 clerycompliance@sjsu.edu.

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 uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university 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). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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.