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Administrative Assistant (Administrative Analyst/Specialist, Exempt I) - Office of the Provost

Apply now Job no: 513366
Work type: Staff
Location: San Francisco
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

Working Title

Administrative Assistant

 

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

Office of the Provost

 

Appointment Type

This is a one-year probationary position.

 

Time Base

Full-Time (FTE 1.0)

 

Work Schedule

Monday through Friday; from 8:00am to 5:00pm

 

Anticipated Hiring Range

$4,598 to $5,109 per month ($55,176 to $61,308 annually)

 

Salary is commensurate with experience.

 

Position Summary

The Administrative Analysts provides a broad range of administrative support for the Provost’s office and the Chief of Staff related to the Provost’s Office policies and processes. Administrative support projects involve preparing and tracking information, prioritizing tasks, and monitoring projects to completion.  Day-to-day work is performed independently under general supervision. The responsibilities include: planning, coordinating and supporting, all Provost’s office processes, and assisting in all event coordination. The incumbent is expected to work effectively and collaboratively with frequent face to face interactions while prioritizing assignments to meet deadlines. The position requires a professional, dependable and well-organized individual with initiative, good judgment and excellent interpersonal skills. The incumbent must be capable of successfully interacting with a diverse population of administrators, faculty, staff, and students. The analyst also provides a broad range of administrative support for the Vice Provost of Academic Resources related to SFSU policies and processes. The incumbent manages the Vice Provost’s calendar and responds to telephone, email, and in-person inquiries. The Administrative Assistant is responsible for emergency administrative support of the Vice Provost’s office.   

 

Position Information

Administrative Support to the Provost and Vice Provost office:

  • Support daily operations for Provost office and Vice Provost office
  • Effectively communicate with high-level and diverse contacts across SFSU campus.
  • Attention to detail
  • Complete travel arrangements and process reimbursement paperwork’s
  • Prepares, processes and tracks memos, purchase orders, payment requests, expense reports and other departmental forms and documents
  • Processes and coordinates department purchases, invoices, and fiscal activities for department accounts including general fund, trust accounts, special project accounts and self-support accounts
  • Implements and maintains fiscal services procedures in accordance with University policies and procedures
  • Maintains automated and manual record keeping of all administrative, accounting and fiscal documents
  • Create and track staff transactions in HRMS
  • Supervises one or more student assistant(s) and provides ongoing training and coaching
  • Troubleshoots telephone, computer, and/or printer issues and ensures systems are properly functioning

Duties for Provost Office includes:

  • Provide general information to students, faculty, staff, administrators and the public via face to face, on the phone and email
  • Maintains  Academic Affairs Organizational charts
  • Maintains confidential files stored in the division’s office
  • Maintains automated and manual record keeping of all administrative, travel, accounting and fiscal documents
  • Attends all trainings and workshops related to Human Resources processes and transactions
  • Assists and supports all IRA  student Travel
  • Support events and event planning for numerous events hosted by Provost’s office
  • Handles Catering for all events

Duties for Vice Provost office includes:

  • Manages and maintains the Vice Provost calendar and resources
    • Plan, organize, and set up all regular meetings, coordinate standing committee meetings, and all other special meetings
  • Prepare financial related correspondences and documents
  • Analyze and address needs and potential problems for staffing within Academic Resources

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. This foundation would 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 and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
‐ Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
‐ Working knowledge of operational and fiscal analysis and techniques.
‐ Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
‐ Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
‐ Expertise in investigating and analyzing problems with a broad administrative impact and implications.
‐ Ability to anticipate problems and address them proactively.
‐ Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
‐ Ability to train others on new skills and procedures and provide lead work direction.

 

Preferred Qualifications

- The ideal candidate will possess excellent customer service skills.
‐ Prior experience in managing the operations of an office and providing administrative support
‐ Ability to work relatively independently, with general supervision.
‐ Be open to receiving feedback and constructive criticism.
‐ Possess excellent task management and organizational skills.
‐ Possess excellent written and oral communications skills, and attention to detail.
‐ Possess strong problem solving skills.
‐ Competency in the following computer programs: Microsoft Windows, Word, Excel and PowerPoint; Zoom and Teams
- Strong phone and e-mail etiquette;
- Outstanding customer service skills to meet the needs of students, employers and SFSU staff;
- Ability to develop and maintain effective professional relationships
- Strong initiative and ability to work independently;
- Ability to communicate effectively with a diverse student population.

 

Environmental/Physical/Special

The incumbent must be able to competently interact with a culturally and ethnically diverse population of students, faculty and staff.  Some travel to sites off-campus and work on weekends and evenings may be required.  Up to eight hours per day may be spent sitting in an office, working at a desk, with extensive computer and monitor use, or at meetings.  The incumbent facilitates presentations on a regular basis. Be able to safely lift 25 pounds

 

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.

 

Employment Requirement

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. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu.

 

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.

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.
 

Advertised: Pacific Daylight Time
Applications close:

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