Job Summary

Reporting to the Senior Associate Vice President for University Marketing and Communications (SAVP), the Executive Assistant works independently to perform complex administrative functions and serves as the primary point of contact for the University Marketing and Communications department (UMC). This position is responsible for managing the SAVP’s calendar. In addition, the executive assistant is responsible for the day-to-day office management for the UMC department, as well as working on special projects assigned by the SAVP. These special projects may require project management, analyses and reporting. The executive assistant makes decisions, handles issues using discretion, and applies knowledge of relevant CSU and SJSU policies, regulations, and procedures.

Key Responsibilities

• Provide comprehensive administrative support to the Senior Assistant Vice President (SAVP), including managing complex calendars, scheduling and coordinating meetings with internal and external stakeholders, and handling confidential and sensitive correspondence and communications with discretion and professionalism.
• Demonstrate exceptional independent judgment, tact, and discretion in managing assigned responsibilities, ensuring professional and efficient execution of tasks while maintaining confidentiality and sensitivity.
• Assist the SAVP and the UMC department in preparing for meetings, as well as in the planning and execution of annual communications and marketing strategies. Collaborate closely with the SAVP to stay aligned on upcoming commitments and responsibilities, ensuring timely follow-up and seamless coordination.
• Coordinate and expedite the completion of tasks between the SAVP and various campus departments, divisions, the President's and Chancellor's Offices, colleges, and external agencies, ensuring smooth communication and timely execution of initiatives.
• Prepare and edit reports, correspondence, presentations, communications, and other documents, ensuring accuracy, clarity, and professionalism.
• Assess and prioritize incoming communications based on urgency and nature of the business, determining which to address personally and which to delegate to other staff members for appropriate action.
• Oversee daily office operations and coordinate activities in collaboration with other office staff to ensure smooth and efficient functioning.
• In collaboration with the Director of Strategic Operations, submit requisitions and manage purchases for the UMC department.
• Assist with reconciling the UMC budget and support the preparation of financial reports as needed.
• Interpret and uphold policies, guidelines, and procedures to ensure the smooth operation of the office.
• Provide guidance and recommendations to office staff on procedural matters and offer support with office operations and budgetary processes.
• Assist with travel coordination for the UMC, including processing conference/workshop registrations, arranging travel, lodging, airfare, and car rental reservations, and managing travel reimbursements through the Financial Transaction Services system.

Knowledge, Skills & Abilities

• Excellent customer service and public relations skills
• Ability to communicate with constituents in a professional and respectful manner
• Working knowledge of operational and fiscal analysis and ability to solve day-to-day work unit operational problems
• Demonstrated working knowledge of general practices related to executive support
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
• Demonstrated strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail in a deadline-driven environment
• Proven ability to work independently, as well as cooperatively and supportively with varied teams
• Ability to set own priorities, perform consistently, organize and plan work and projects; make decisions independently and timely, complete projects accurately with little or no supervision
• Ability to interpret and apply Collective Bargaining Agreements, University Policies, Executive Orders, and other campus/system-wide directives
• Ability to conduct research and make decisions based on the information gathered
• Knowledge of project management (e.g. Asana, Smartsheet, Basecamp) and communication management platforms (e.g. Slack, Google Chat)
• Knowledge PeopleSoft or similar campus database systems

Required Qualifications

• A bachelor’s degree and/or equivalent training
• Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs

Preferred Qualifications

• Bachelor’s degree
• Six years of administrative work experience
• Experience supporting executive management
• Budget management experience
• Experience in a higher education environment

Compensation

Classification: Administrative Analyst/Specialist - Exempt II
Anticipated Hiring Range: $6,500/month - $7,166/month
CSU Salary Range: $5,537/month - $10,014/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: April 1, 2025 through April 14, 2025. 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.

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.