Job Summary

The Executive Assistant to the Senior Vice Provost and Accreditation Liaison Officer provides high-level executive, operational, and strategic support across a broad and evolving portfolio within Academic Affairs. This position functions as a key partner in managing division-wide priorities that span faculty success, student success, institutional research and strategic analytics, undergraduate and graduate education, assessment, and accreditation. The Executive Assistant manages complex workflows, facilitates communication across multiple units and divisions, and ensures alignment of initiatives with institutional priorities and the university’s strategic plan. The incumbent operates with a high degree of autonomy, discretion, and judgment in handling sensitive and confidential matters, including personnel, labor relations, and executive communications.

The Executive Assistant plays a critical role in advancing cross-functional initiatives by providing project management and operational oversight for division-wide efforts led by the Senior Vice Provost. This position regularly engages with senior leaders, deans, directors, and external partners, and is responsible for synthesizing information, supporting decision-making processes, and ensuring timely execution of priorities. The incumbent independently plans, prioritizes, and executes work that has broad impact across Academic Affairs and the university, serving as a liaison, problem-solver, and coordinator for complex initiatives that advance institutional effectiveness and institutional excellence.

Key Responsibilities

• Serve as the primary liaison and executive support partner to the Senior Vice Provost, managing priorities across a broad Academic Affairs portfolio
• Coordinate complex scheduling, meetings, and workflows involving senior leadership, deans, and external partners
• Prepare and coordinate executive-level communications, including agendas, briefings, correspondence, and presentations
• Independently assess priorities, anticipate needs, and ensure timely execution of high-level initiatives
• Handle sensitive and confidential information with discretion, including personnel, labor relations, and executive matters
• Coordinate activities across units within the Senior Vice Provost’s portfolio, ensuring alignment of initiatives across Academic Affairs
• Facilitate communication and collaboration among colleges, departments, and administrative units
• Track progress of division-wide priorities and ensure timely follow-up on action items and deliverables
• Serve as a central point of contact for cross-functional initiatives, ensuring continuity and operational efficiency
• Support implementation of strategic priorities by coordinating logistics, timelines, and stakeholder engagement
• Coordinate planning and execution of division-level initiatives, meetings, and events
• Develop and maintain project timelines, task tracking systems, and communication plans
• Ensure alignment of project activities across multiple stakeholders and units
• Monitor project milestones and escalate issues as needed to support successful completion
• Provide logistical and operational support for initiatives related to faculty, student, and institutional priorities
• Coordinate dissemination of communications across the Senior Vice Provost’s portfolio to ensure consistency and clarity
• Draft, edit, and manage executive correspondence, reports, and communications
• Maintain web and digital platforms, ensuring accessibility (ADA compliance) and accuracy of information
• Oversee day-to-day administrative operations in coordination with Office of the Provost staff
• Manage budget tracking, purchasing, and resource coordination for the Senior Vice Provost’s office

Knowledge, Skills & Abilities

• Demonstrated ability to manage complex executive-level operations in a dynamic, high-volume environment with competing priorities
• Ability to exercise independent judgment, discretion, and sound decision-making in handling sensitive and confidential matters
• Advanced ability to plan, prioritize, and coordinate work across multiple units and stakeholders, ensuring alignment with organizational goals
• Strong ability to facilitate communication and collaboration across diverse constituencies, including senior leadership, faculty, staff, and external partners
• Ability to anticipate needs, identify issues, and proactively develop solutions to support executive-level priorities
• Demonstrated skill in project coordination and workflow management, including tracking deliverables, timelines, and interdependencies
• Ability to interpret, apply, and communicate complex policies and procedures (state, federal, CSU, and university-level)
• Strong organizational and systems-thinking skills, with the ability to develop and improve administrative processes and operational workflows
• Excellent written and oral communication skills, including the ability to draft and edit executive-level correspondence and reports
• Ability to manage and synthesize large volumes of information and present information clearly and effectively for decision-making support
• Demonstrated ability to maintain effective working relationships and navigate complex organizational structures
• Ability to work independently under administrative direction, exercising initiative and accountability for outcomes
• Strong attention to detail and ability to perform accurately in a fast-paced environment
• Proficiency with office and collaboration technologies (e.g., Google Workspace, Microsoft Office, Adobe Acrobat) and ability to learn new systems as needed.
• Knowledge of accessible communication practices and digital accessibility standards

Required Qualifications

• 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
• Four years of administrative work experience

Preferred Qualifications

• Experience providing executive-level administrative or operational support to senior leaders in higher education or similarly complex organizations
• Demonstrated experience coordinating initiatives or projects that span multiple units, departments, or divisions
• Experience supporting executive communications, including preparation of briefings, reports, and high-level correspondence
• Familiarity with higher education structures, shared governance, and policies, particularly within academic affairs environments
• Experience developing or improving administrative processes, workflows, or systems to support organizational effectiveness

Compensation

Classification: Confidential Administrative Support III
Anticipated Hiring Range: $7,800/month - $8,584/month
CSU Salary Range: $5,357/month - $13,360/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.

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: May 15, 2026 through May 31, 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

University Personnel
jobs@sjsu.edu
408-924-2252

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.