Executive Assistant to the Dean

California State University; San Jose (CA); On-site; USD 100,000 - 125,000; Full time

Job summary

An established industry player is seeking a dedicated Executive Assistant to provide essential administrative support to the Dean of the College of Science. This role involves managing schedules, conducting research, and coordinating events, ensuring smooth operations within the college. The ideal candidate will possess excellent organizational and analytical skills, with the ability to handle sensitive information with discretion. Join a collaborative environment where your contributions will directly impact the success of academic programs and student initiatives. If you thrive in a dynamic setting and are passionate about supporting educational excellence, we encourage you to apply.

Benefits

Comprehensive benefits package

Flexible work hours

Professional development opportunities

Qualifications

• 4+ years of administrative experience supporting senior-level managers.
• Ability to manage complex schedules and handle sensitive information.

Responsibilities

• Manage the Dean's calendar and coordinate meetings and events.
• Prepare reports and analyze scholarship fund allocations.

Skills

Analytical Skills

Organizational Skills

Communication Skills

Customer Service

Problem-Solving

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Google Mail

Google Calendar

Job description

Job Summary

Reporting to the Director of Resources and Operations (DRO) and receiving work coordination from the Dean in the College of Science, the Executive Assistant (EA) provides essential administrative operational support. The Executive Assistant provides information management support by drafting documents and memos; preparing reports and presentations; and collecting and analyzing information. This individual conducts research and analyzes confidential information to support college personnel and student planning. In addition, they maintain the Dean's schedule by planning and scheduling meetings, conferences, small to medium size events, and travel. The Executive Assistant performs duties independently to achieve specified outcomes and may represent the Dean to others when appropriate. Working independently under general direction, the Executive Assistant to the Dean provides executive administrative support to the Dean and manages his/her affairs. This person is responsible for the coordination of the executive functions for this office to support the Deans, Associate Deans, staff, students and faculty. Provides event planning expertise and leadership to the overall planning, promotional and operational aspects of the Dean’s events and programs. In addition, this position works independently to research and implement policy, performs operational analysis and ensures appropriate usage of the College of Science scholarship awards and endowment funds.

Key Responsibilities

• Acts as front-line support to the Dean. Manages the Dean's calendar including scheduling meetings and appointments; small and large meetings with internal and external entities. The EA performs duties independently to achieve specified outcomes and may represent the Dean when appropriate. Manages issues of a highly confidential and sensitive nature for the Dean on a regular basis. Attends meetings to capture meeting minutes, as directed by the Dean
• Receives, generates, and transmits reports, papers and other general correspondence that relates to planning, development, and decision making within the college. Analyzes and prepares supporting materials as needed.
• Responsible for the day-to-day coordination of timeliness and deadlines for the Dean
• Prepares agendas, secures facilities and catering, manages budgets and expenditures for college events and activities
• Serves as the prime contact for all college scholarship and endowment accounts. Assesses, formulates and evaluates the impact of implemented policies and procedures as they relate to the distribution of all College of Science scholarship and endowment accounts held in Financial Aid and the Tower Foundation in conjunction with the Associate Dean of Academics
• Conducts budget analysis and evaluates student applications to ensure proper distribution and allocation of scholarship funds using Data Warehouse
• Coordinates logistics including facility and catering arrangements, registration, invitations, parking permits, maps, and signage, manages budgets and expenditures and prepares agendas
• Manages and conducts the election processes for department chair elections and reviews and for college representatives on university committees
• Maintains front office, assisting and directing walk-ins and phone calls to appropriate office

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Maintains effective working relationship with the Dean to understand and carry out directives independently
• Prioritizes and balances a heavy workload with high level of productivity, proficiency and precision
• Anticipates complex problems and addresses them proactively and independently
• Excellent organizational, planning and analytical skills
• Investigates and analyzes problems with a broad administrative impact and implication
• Maintains composure in high stress situations
• Provides excellent customer service and manages public relations
• Builds and maintains collaborative relationships with curriculum analyst, director of development, university personnel and DRO
• Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups
• Champions the College's Strategic Plan and understands College's organizational culture
• Manages projects and delegates tasks to office staff and student assistants
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations
• Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management
• Ability to create, update, and design current and new policies, procedures, processes, and workflows
• Ability to effectively manage change and resolve complex problems independently
• Knowledge of organization principles, complex and large budgets, and strategic planning

Required Qualifications

• A Bachelor's degree and/or equivalent training
• Four (4) 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

• Equivalent of eight (8) years of experience of administrative support to senior level managers
• Excellent technical office skills – develop presentation materials, create & analyze spreadsheets, merge data, and calendaring; using tools such as Microsoft Word, Excel, PowerPoint, Google mail and calendar, and/or other applications

Compensation

Classification: Administrative Analyst/Specialist - Exempt II
Anticipated Hiring Range: $7,200/month - $7,700/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 29, 2025 through May 13, 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
[e-mail]
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 athttps://calstate.policystat.com/policy/9779821/latest/and questions may be sent [e-mail].

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 Officeor 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 athttps://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 [e-mail].

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing athttps://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 [e-mail].

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.