Job Opportunities

Working Title

Confidential Assistant to the Vice President & Chief Financial Officer (VP/CFO) for Administration & Finance

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

Appointment Type

This is a two-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday through Friday, 8:00 a.m. to 5:00 p.m.

Anticipated Hiring Range

$6,667.00 to $7,667.00 Per Month ($80,004.00 to $92,004.00 Annually)

Salary is commensurate with experience.

Position Summary

The Confidential Assistant to the Vice President & Chief Financial Officer (VP/CFO) for Administration & Finance provides highly responsible, confidential, and complex executive-level administrative and operational support to the VP/CFO and the Office of Administration & Finance. Working closely with the Director of Administration & Strategic Planning, the incumbent independently manages a broad range of complex executive administrative operations requiring advanced organizational skills, sound judgment, discretion, initiative, and attention to detail in support of divisional and university priorities.

The incumbent is responsible for providing confidential executive-level administrative support involving access to, and handling of, sensitive personnel, budgetary, executive, and university operational matters requiring a high degree of discretion, independent judgment, and confidentiality; managing the VP/CFO’s complex calendar and scheduling priorities; independently coordinating travel and related reimbursements; preparing and processing correspondence, reports, presentations, briefing materials, and confidential documents; coordinating office operations and student assistant support; and providing front office reception and customer service support for the office suite. The position also supports divisional meetings, conferences, events, and large-scale virtual and in-person presentations, including coordination of presentation materials, meeting logistics, and Zoom meeting/webinar support for campus audiences.

This position requires exceptional organizational, communication, customer service, and technical skills; the ability to manage multiple competing priorities in a fast-paced executive office environment; the ability to exercise independent judgment and maintain confidentiality in sensitive matters; and the ability to work collaboratively and professionally with a diverse campus community.

The incumbent serves as a liaison and representative of the VP/CFO with campus leadership, administrators, faculty, staff, students, CSU Chancellor’s Office personnel, external agencies, and community partners.

Position Information

Executive Support to the VP/CFO

• Manages and maintains the VP/CFO’s complex and frequently changing calendar, including scheduling meetings, appointments, events, and CSU and university commitments.
• Prepares, reviews, coordinates, and handles confidential executive, personnel, payroll, budgetary, administrative, and divisional documents and communications for completeness, routing, compliance, and executive review purposes requiring discretion, independent judgment, and confidentiality.
• Coordinates meeting logistics, including securing meeting space, preparing agendas and materials, arranging technology support, and communicating with participants.
• Screens and prioritizes requests for meetings and appointments, anticipates future scheduling needs, and proactively resolves conflicts by exercising sound judgment and discretion in determining urgency and appropriate action.
• Anticipates deadlines and proactively reminds the VP/CFO of upcoming meetings, required actions, and priority matters.
• Serves as the primary coordinator for monthly University Budget Committee (UBC) meetings including hosting and managing Zoom meetings/webinars with large campus audiences; preparing and presenting PowerPoint presentations; coordinating presentation materials; and providing real-time meeting support and troubleshooting.
• Independently coordinates travel arrangements for the VP/CFO, including preparing travel authorization requests, transportation, lodging, itineraries, registrations, expense reimbursements, and related documentation in compliance with CSU and university travel policies, procedures, and established deadlines.
• Serves as a university procurement card holder and assists with procurement, invoice processing, purchasing requests, reconciliation of authorized business-related purchases, and other administrative transactions in compliance with CSU and university procurement policies and procedures.
  • Coordinates and supports conference planning, retreats, workshops, and special meetings on behalf of the VP/CFO, including logistics, communications, materials preparation, catering, registration, and event support.
• Conducts routine research; gathers and compiles background materials and information for meetings, reports, presentations, and special projects; and utilizes graphic design and presentation software to create professional presentations, infographics, charts, briefing materials, and visual communications on behalf of the VP/CFO.
• Prepares, edits, proofreads, and distributes correspondence, reports, presentations, memoranda, and other executive communications.
• Performs business-related errands and deliveries on behalf of the VP/CFO as necessary to support divisional operations and executive priorities.
• Maintains confidentiality of sensitive information, discussions, records, and personnel matters.

Office Operations & Front Desk Reception

• Serves as the front desk receptionist and main contact for the office suite, which includes employees from the Office of the VP/CFO, Budget Administration & Operations, and Quality Assurance & Audit Services departments.
• Welcomes and assists visitors, responds to inquiries, and directs individuals to appropriate university departments, personnel, and resources in a professional and customer-service-oriented manner.
• Answers and routes campus operator and main office telephone calls accurately and efficiently.
• Maintains office organization, filing systems, supplies, and operational procedures to support efficient office functions.
• Maintains confidential electronic and physical records in accordance with CSU and university policies and procedures.
• Assists in maintaining office equipment and coordinating service requests as needed.
• Supports division-wide office communications and administrative processes.
• Coordinates incoming and outgoing mail, packages, and deliveries.

Student Assistant Oversight

• Provides lead work direction to student assistants supporting the office.
• Coordinates recruitment, onboarding, training, scheduling, and assigning daily tasks to student assistants.
• Monitors work quality and provide feedback to ensure efficient and professional office support.
• Coordinates student assistant schedules to ensure consistent office coverage.
• Monitors student assistant hours and staffing allocations to ensure appropriate funding and budget availability for student employee support within the office.

Communication & Coordination

• Facilitates communication between divisional units and other campus departments.
• Coordinates meetings, events, and divisional activities as needed.
• Supports the preparation and dissemination of announcements, updates, and informational materials.
• Maintains professionalism and positive working relationships with internal and external stakeholders.

Other Duties as Assigned

Minimum Qualifications

Education & Experience

Bachelor’s degree and at least three (3) years of progressively responsible administrative or executive support experience, or an equivalent combination of education and related professional experience that demonstrates the ability to independently perform the essential functions of the position.

Incumbents at this level are expected to work relatively independently and possess the knowledge, skills, and experience necessary to perform complex administrative and operational support functions requiring sound judgment, problem solving, effective communication, and the ability to manage multiple priorities in a fast-paced environment.

Knowledge, Skills, & Abilities

• Demonstrated experience supporting executive-level administrators and handling confidential and sensitive information.
• Demonstrated experience managing complex calendars, scheduling coordination, and administrative support functions.
• Demonstrated experience coordinating meetings, presentations, and virtual events utilizing standard virtual meeting platforms.
• Proficiency in Microsoft Office Suite and standard office productivity software.
• Ability to independently coordinate conference and event logistics with strong attention to detail and customer service.
• Excellent written and oral communication skills, including the ability to compose, edit, and proofread documents with accuracy and professionalism.
• Strong organizational, analytical, interpersonal, and problem-solving skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment on sensitive matters.
• Ability to manage multiple priorities and projects in a fast-paced environment with frequent interruptions and shifting deadlines.
• Ability to interact effectively and diplomatically with a diverse campus community and external partners.
• Ability to learn, interpret, and apply CSU and university policies and procedures.
• Demonstrated ability to anticipate needs and take initiative to improve office processes

Preferred Qualifications

• Experience working in a university or higher education environment.
• Familiarity with SF State and CSU policies and procedures.
• Experience using CHRS, Financial Management System (FMS), Concur, and Adobe Sign.
• Experience supporting large-scale campus meetings and/or executive-level presentations involving high-volume virtual attendance.
• Experience coordinating executive-level meetings and travel, and processing travel reimbursements.
• Experience providing lead work direction or oversight to student and/or administrative support staff.
• Demonstrated experience managing reception or front office operations.
• Advanced proficiency in Microsoft Office Suite and Outlook calendaring.
• Demonstrated proficiency in creating professional presentations, infographics, and visual communication materials using PowerPoint, Canva, Adobe Creative Suite, or similar graphic design software.

Environmental/Physical/Special

• Work is primarily performed in a professional office environment.
• Position is primarily assigned to work on-site five days per week. Limited remote work flexibility may be available when the VP/CFO is working remotely, and front desk coverage is maintained.
• Work hours may include evenings, weekends, early mornings, and occasional extended hours based on operational and event needs.
• Position may require occasional local travel and the ability to run business-related errands on behalf of the VP/CFO’S office.
• Extensive use of a personal computer as a daily information, documentation and correspondence tool.
• Must work well under pressure while managing competing priorities, high work volumes, frequent interruptions, and critical deadlines in a fast-paced executive office environment.

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.

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.

How To Apply

This recruitment is being supported by Another Source. Interested candidates are encouraged to apply through the Another Source application portal at: https://careers-anothersource.icims.com/jobs/102442/executive-assistant-to-the-vice-president---san-francisco-state-university/job

Qualified applicants will be reviewed by the recruitment team and shared with the hiring team for consideration.