*SFSU INTERNAL APPLICANTS ONLY*
Working Title
Executive Assistant to the Deans
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
College of Liberal and Creative Arts
Appointment Type
This is a one-year probationary position.
Time Base
Full-Time (1.0 FTE)
Work Schedule
Monday - Friday 8:00 a.m. - 5:00 p.m.
Anticipated Hiring Range
$5,274.00 - $5,488 Per Month ($63,288.00 - $65,856 Annually)
Salary is commensurate with experience.
Position Summary
Reporting to the Interim Dean, the Executive Assistant to the Deans of the College of Liberal & Creative Arts (LCA) works independently under general supervision and provides advanced executive support to the Interim Dean and Associate Deans. The position coordinates complex, confidential, and time-sensitive activities for the college, including executive calendars, meetings, communications, faculty-related documentation and timelines, and projects assigned by the Deans.
The incumbent researches, gathers, analyzes, and summarizes information; prepares draft correspondence, reports, briefings, agendas, and meeting materials; reviews documents for accuracy, completeness, consistency, and required supporting information; tracks deadlines and follow-up items; and routes finalized materials to the appropriate campus offices.
The position serves as the primary staff contact between the Dean’s Office, college departments, and Faculty Affairs for routine procedural and documentation matters. The incumbent provides information based on established policies and procedures and refers matters requiring policy interpretation, exceptions, or decisions to the appropriate Dean or designated MPP.
The incumbent also coordinates front-office workflow, records, and meeting and event logistics and handles sensitive information with discretion. All responsibilities are performed within established University and College policies and procedures. Authority for personnel, budget, policy, and program decisions remains with the appropriate MPP.
Position Information
Executive Support and Complex Coordination
- Coordinates communications, documentation, timelines, and routing between the Dean’s Office, college departments, Faculty Affairs, and other campus offices for faculty awards, retention, tenure and promotion (RTP), post-tenure reviews, chair reviews, research competitions, and related faculty processes.
- Reviews submitted materials for accuracy, completeness, consistency, and required supporting documentation; identifies missing information and follows up with the appropriate contacts. Refers matters requiring policy interpretation, exceptions, or decisions to the appropriate Dean or designated MPP.
- Prepares, assembles, formats, and routes final documents at the direction of the Deans. Maintains tracking records and provides status updates regarding pending documentation, deadlines, and required follow-up.
- Serves as the primary College staff contact with Faculty Affairs for routine procedural and documentation matters. Provides Chairs, Directors, and Academic Office Coordinators with established requirements, deadlines, checklists, and resource information and refers policy questions or unusual circumstances to the appropriate Dean or designated MPP.
- Coordinates complex calendars and meeting schedules for the Interim Dean and Associate Deans. Identifies scheduling conflicts and competing demands, presents scheduling options, confirms appointments, and coordinates related materials and logistical arrangements.
- Receives and routes calls, correspondence, meeting requests, and other inquiries using established protocols, including requests involving confidential or time-sensitive matters.
- Coordinates conference travel and related arrangements for the Deans and prepares required documentation in accordance with University policies and procedures.
- Conducts detailed research; gathers, evaluates, interprets, and summarizes information; and prepares reports, briefings, background materials, and other documents for the Deans’ consideration.
- Drafts, edits, and formats executive correspondence, announcements, presentations, and communications for review and final approval by the appropriate Dean.
- Coordinates committees, special meetings, and College events by preparing agendas and materials, documenting action items, tracking follow-up, and communicating logistical information to participants.
- Coordinates project activities related to professional development, undergraduate research, recognized student organizations, the Marcus gift, campus facilities, and other College priorities assigned by the Deans.
- Carries out special projects assigned by the Deans by organizing project steps, maintaining timelines, tracking deliverables, communicating status, and bringing matters requiring decisions to the appropriate Dean.
- Handles confidential and sensitive information with discretion and follows established requirements regarding access, use, storage, and distribution.
College Office and Operations Support
- Coordinates daily front-office coverage and service activities; answers and routes telephone calls; greets visitors; responds to routine inquiries; and provides general information to students, faculty, staff, and members of the public.
- Maintains organized electronic and physical files, records, correspondence, and reference materials in accordance with established records-retention and confidentiality requirements.
- Supports student assistant recruitment and onboarding processes by coordinating interview schedules, required documentation, orientation logistics, and work schedules established by the appropriate MPP. Serves as a point of contact for routine procedural and scheduling questions. Student selection, work assignments, performance matters, and other personnel decisions remain with the appropriate MPP.
- Coordinates orientations, meetings, new-faculty sessions, retreats, and other College activities, including scheduling, communications, materials, room arrangements, and related logistics.
- Schedules conference rooms and other College general-use spaces and maintains related reservation information
- Works collaboratively with the Interim Dean, Associate Deans, and Director of Finance to coordinate routine office-support needs, exchange information, and track required follow-up.
Other duties as assigned.
Minimum Qualifications
Working independently under general supervision, provides advanced administrative support to the executive. Applies in-depth knowledge of department programs and priorities, and advanced executive assistant expertise to play a crucial role in organizing complex projects, coordinating executive-level meetings and events, drafting, and managing communication with internal and external stakeholders, providing information management, and conducting detailed and complex research to support program
planning and delivery. Handles confidential information, exercises discretion, and ensures the efficient operation of the executive’s office.
- Working knowledge of executive-level administrative practices, problems, and methodologies.
- Strong project planning and organizational skills to plan, organize, and manage multiple projects.
- Advanced communication and interpersonal skills to work effectively in a diverse environment and advise managers, staff, and faculty regarding policies and procedures.
- Strong analytical skills in order to evaluate and interpret data to develop sound conclusions and recommendations.
- Ability to work independently, exercise judgment, and make decisions in a fast-paced and dynamic environment.
- Strong skills in leading, training, and mentoring administrative staff.
Experience and Education:
- Equivalent to a bachelor's degree in a related field and 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
- Familiarity with College of Liberal & Creative Arts, departments, policies and practices
- 3-5 years of experience working in an office or academic environment.
- Project management background
- Strong financial background, moderate to advanced skill level in Excel and Word and familiarity with Qualtrics
- Hospitality and event coordination experience
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 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process are encouraged 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 hrwww@sfsu.edu.
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*
