Executive Assistant to the Dean's Office

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

Job summary

A leading university seeks an Executive Assistant to the Dean, responsible for managing communications, providing administrative support, and coordinating events. The role requires excellent communication and organizational skills, with a commitment to inclusivity. Ideal candidates will have a Bachelor's degree and relevant experience.

Benefits

Comprehensive benefits package

Qualifications

• Two years of administrative work experience required.
• Excellent technical office skills needed.

Responsibilities

• Manage communications and represent the dean to stakeholders.
• Coordinate and direct all traffic into Dean’s office.
• Plan and manage small to medium scale events.

Skills

Communication

Customer Service

Public Relations

Confidentiality

Problem Solving

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

Executive Assistant to the Dean's Office

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Job Summary

Reporting to the Sr. Director of Resources and Operations in the College of Information, Data and Society (CIDS) and receiving work lead direction from the Dean of CIDS, the Executive Assistant (EA) to the Dean enhances the dean's effectiveness by managing internal and external communications and representing the dean to a diverse community of stakeholders. The Executive Assistant performs duties independently to achieve specified outcomes. This position manages all communications to and from the dean's office and provides programmatic and administrative support for the dean, including support for planning and scheduling meetings, conferences, small to medium size events, travel, the Chairs and Directors meetings, faculty recruitment, special programs with alumni, corporate and private donors, and various college promotional activities. The EA provides information management support by drafting documents and memos, preparing reports and presentations, and remaining current on relevant University and CSU policies and procedures. The Executive Assistant must work collaboratively and effectively to establish and maintain working relationships within a diverse environment and is committed to creating an inclusive environment for all employees.

Job Summary

Reporting to the Sr. Director of Resources and Operations in the College of Information, Data and Society (CIDS) and receiving work lead direction from the Dean of CIDS, the Executive Assistant (EA) to the Dean enhances the dean's effectiveness by managing internal and external communications and representing the dean to a diverse community of stakeholders. The Executive Assistant performs duties independently to achieve specified outcomes. This position manages all communications to and from the dean's office and provides programmatic and administrative support for the dean, including support for planning and scheduling meetings, conferences, small to medium size events, travel, the Chairs and Directors meetings, faculty recruitment, special programs with alumni, corporate and private donors, and various college promotional activities. The EA provides information management support by drafting documents and memos, preparing reports and presentations, and remaining current on relevant University and CSU policies and procedures. The Executive Assistant must work collaboratively and effectively to establish and maintain working relationships within a diverse environment and is committed to creating an inclusive environment for all employees.

Key Responsibilities

• Provide day-to-day administrative support for Dean & support for committees & task forces chaired by the Dean and the Dean's delegates
• Serve as the Dean’s primary point of contact and follow-up with appropriate parties on behalf of the Dean to ensure deadlines are met
• Coordinate and direct all traffic into Dean’s office or contacts with Dean; identify and prioritize requests
• Intake and track all documents that require review and approval by the Dean; ensure completeness of documents requiring Dean’s approval or signature
• Manages issues of a highly confidential and sensitive nature for the dean, on a regular basis
• Responsible for planning, designing, promoting, implementing and managing small to medium scale events for the college’s internal and external constituents
• Leads special project assignments and research projects for the dean including researching and reporting on college student statistics and writing reports for VIP college endowment donors and other University offices, as needed
• Support the dean as CIDS liaison with University Advancement on SJSU wide media and storytelling campaigns
• Lead content development and coordination of CIDS website
• Serve as college’s primary safety officer including attendance at safety meetings, managing emergency response communications, and directing other staff
  
  

Knowledge, Skills & Abilities

• Excellent oral and written communication skills to work with both internal and external constituencies in preparing correspondence, emails, and presentations
• Customer service and public relations skills
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Ability to investigate and analyze problems with a broad administrative impact and implication
• Knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling
• Knowledge of business mathematics
  
  

Required Qualifications

• A bachelor's degree and/or equivalent training
• Two 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

• Experience providing high level administrative support
• Excellent technical office skills –develop presentation materials, create & analyze spreadsheets, merge data, and calendaring
• Experience preparing written and electronic correspondence for media, newsletters, websites, and social media
• Project management skills - oversee complex projects and events
• Supervisory experience - lead and oversee work of others
• Excellent written communication skills
• Experience with working in diverse populations
  
  

Compensation

Classification: Administrative Analyst/Specialist - Exempt I

Anticipated Hiring Range: $5,513/month - $6,667/month

CSU Salary Range: $4,598/month - $8,318/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: May 9, 2025, through May 25, 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 at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [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 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 [e-mail] .

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 [e-mail] .

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff 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).

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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