*SFSU INTERNAL APPLICANTS ONLY*

Working Title

Executive Assistant to the Dean

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 vpsaem@sfsu.edu.

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

Dean's Office - College of Ethnic Studies

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday- Friday; 8am - 5pm

Anticipated Hiring Range

$5,300.00 - $5,500.00 Per Month ($63,600.00 - $66,000.00 Annually)

Salary is commensurate with experience.

Position Summary

Assist in all administrative areas of the Dean's responsibilities including but not exclusive to program administration of various Dean’s initiatives and the subsequent communication and management of the Dean's calendar on Outlook, juggling short term and long term planning and tasks, distributing emails and communications to the college faculty and staff and community, and supporting Dean’s programs for the college.

Position Information

Web Presence and Database Base Management

• Updates and manages all-college faculty/ staff email list and Canvas page 
• Maintain student and alumni email lists 
• Maintain college webpage 
• Maintain college social media page 
• Work with Dean in creating and sending out a college-wide newsletter for staff and faculty each semester. 

Program Administration

• Frontline ambassador to the Dean’s Office, greeting guests with courtesy in person, through email and through phone. 
• Serve as a resource to the Dean and assist with facilitating project management, long-range strategic planning, streamlining processes, and conducting research as directed by the Dean on various topics/subjects in preparation of presentations, speeches and/or training. 
• Plan agenda, schedule guest appearances, and take notes for the College of Ethnic Studies Council Meetings as well as all-College meetings/retreats and parties such as graduation and holiday potluck.
• Manage College level elections. 
• Maintains Dean’s Suite phone system.
• Handles the scheduling and upkeep of the D. Phillip McGee Conference Room EP 116 & EP 100. 
• Interfaces with Parking and Transportation services for parking permits and other related activities. 
• Works with vendors for catering and facilities needs for events and activities. 
• Administer college scholarships through AcademicWorks or other appropriate software program.
• Support the Dean with College-wide initiatives and college-level events and programs such as Welcome back events for faculty and students recruitment events, retreats, fundraising and alumni meetings, and graduation.
• Hires, trains, and provides lead work direction to student employees, (and everything with their hours and pay). 
• Trains and provides lead work direction to other office staff.

Executive Support

• Complex calendar management 
• Develops, in consultation with the Dean, the calendar, schedule, deadlines, logistics, agendas and supporting information, for meetings. 
• Plan, organize, and set up all regular meetings, coordinate standing committees, retreats and other special meetings. [E]
• Overseeing and attending executive meetings, follows up with agenda items, and disseminates information from meetings to relevant parties. 
• Distribute college-wide information, policies and upcoming events to all staff and faculty. 
• Maintain college-wide CANVAS pages for the College-wide faculty and staff.

 Other duties as assigned

Minimum Qualifications

• Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment. 
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

Preferred Qualifications

• Baccalaureate Degree in field related to the position and at least two years’ experience managing a similar function. This must have included supervision of both clerical and analytical staff and monitoring and enhancing the provision of high quality customer service. Providing clerical and administrative assistance in a business setting, related experience in an educational setting, and experience working with directly with faculty, staff and students to assist them in completing standard forms.
• Core Competencies – embody the following competencies:
  • Bias toward collaboration and teamwork.
  • Effective oral, written and nonverbal communication skills.
  • Customer/Client Focus with an emphasis in problem solving and resolution.
  • Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
  • Diversity and inclusion

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

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.
 

*SFSU INTERNAL APPLICANTS ONLY*