Executive Assistant & Operations Coordinator

San José State University; San Jose (CA); On-site; USD 56,547 - 94,246; Full time

Job summary

San José State University is seeking an Executive Assistant and Operations Coordinator to provide strategic program leadership through planning, analysis, development, and evaluation of complex initiatives, while overseeing daily administrative operations.

This role supports the Maintenance & Operations of Facilities Development & Operations across campus, coordinating programs, records, and communications with discretion and professionalism to advance university goals.

Qualifications

• Equivalent to a bachelor’s degree in a related field is required.
• Four years of relevant experience are required; additional experience may substitute for education on a year-for-year basis.

Responsibilities

• Provide advanced administrative and operational support, coordinating programs and priorities with campus-wide impact.
• Analyze, develop, and evaluate policies and procedures; propose improvements.
• Serve as primary liaison for internal and external stakeholders, managing communications with professionalism and discretion.
• Oversee daily administrative operations, including records management, reporting, and workflow tracking.
• Recordkeeping and time documentation to ensure proper records; lead work direction and training to staff as needed.
• Maintain inventory and records, order parts and supplies.
• Support planning and implementation of initiatives aligned with departmental and campus goals.

Skills

Administrative operations

Program management

Analytical skills

Communication skills

Time management

Data management

Discretion/Confidentiality

Education

Bachelor's degree

Job description

Job Summary

The Executive Assistant and Operations Coordinator provides strategic program leadership through planning, analysis, development, and evaluation of complex, high‑impact initiatives. The role also oversees daily administrative operations and may provide lead direction to staff.

The Maintenance & Operations of Facilities Development & Operations provides directory and coordinator services to the University campus spread across multiple sites comprised of +167 acres, 85 buildings, and more than six, million gross square feet.

Key Responsibilities

• Provide advanced administrative and operational support, including coordination of programs, projects, and organizational priorities with campus‑wide impact
• Analyze, develop, and evaluate policies and procedures; recommend improvements based on strategic and operational needs
• Serve as a primary liaison for internal and external stakeholders, managing communications and sensitive matters with professionalism and discretion
• Oversee and coordinate daily administrative operations, including records management, reporting, and workflow tracking using computerized systems
• Records work efforts in detail within computerized recordkeeping systems and, where directed, on log sheets, and keeps accurate time records so as to ensure an appropriate level of documentation
• Provide lead work direction, training, and guidance to administrative or support staff as needed
• Maintain inventory and records, order parts and supplies.
• Support planning and implementation of initiatives aligned with departmental and campus goals

Knowledge, Skills & Abilities

• Advanced knowledge of administrative operations, program management, and public/business administration principles
• Strong analytical and problem‑solving skills, with the ability to evaluate complex issues and develop strategic solutions
• Excellent written and verbal communication skills, including the ability to present information and build consensus across diverse stakeholders
• Demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing operational demands
• Ability to exercise sound judgment, discretion, and confidentiality in handling sensitive information
• Proficiency in data management, reporting systems, and standard office technologies

Required Qualifications

• Equivalent to a bachelor’s degree in a related field
• Four years of relevant experience
• Additional experience which demonstrates acquired and successfully applied knowledge and abilities may be substituted for the required education on a year‑for‑year basis

Preferred Qualifications

• Extensive and in‑depth knowledge of and ability to apply expertise in advanced theories, principles, methods, and practices associated with the functional specialty or program area
• Ability to effectively communicate with and influence high‑level and diverse contacts inside and outside of the organization.
• Knowledge of project management, including research and analytical methodologies and the ability to interpret and integrate complex data
• Ability to anticipate problems and assess the impact of proposed solutions across organizational areas

Compensation

Classification: Executive Assistant III
Anticipated Hiring Range: $7,802/month - $8,445/month (Step 16 – Step 20)
CSU Salary Range: $5,797/month - $8,445/month (Step 1 – Step 20)

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 Employee Benefits Summary.

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.