Executive Assistant to the Vice President for Research and Innovation

The California State University; New York (NY); On-site; USD 74,000 - 93,000; Full time

Job summary

San José State University is seeking an Executive Assistant to the Vice President for Research and Innovation. The role provides confidential administrative and analytical support to the VPRI, manages sensitive communications, budgets, and projects, and coordinates across campus partners, the Research Foundation, and external entities.

The successful candidate will handle calendar management, briefing materials, and high‑level correspondence, while exercising discretion and sound judgment in

Qualifications

• Bachelor’s degree or related training with relevant work experience.
• Minimum three years of administrative experience.
• Strong confidentiality and discretion in handling sensitive matters.
• Excellent written and oral communication skills.
• Experience with budget monitoring and financial processes.

Responsibilities

• Manage sensitive administrative matters, budgets, and records involving personnel issues.
• Screen calls, greet visitors, and direct inquiries to staff as needed.
• Manage the VPRI calendar and correspondence with discretion.
• Review communications and briefing materials for executive decisions.
• Coordinate office operations and support for committees and searches.
• Draft, edit, and distribute confidential reports and presentations.
• Lead special projects from planning through completion.
• Plan division meetings and events with logistics and post‑event reporting.
• Represent the Office of the VPRI to campus leadership and external partners.

Skills

Discretion & confidentiality

Executive support

Communication skills

Budget oversight

Project & event management

Analytical thinking

Education

Bachelor’s degree or related training

Three years administrative work experience

Tools

Microsoft Office

Google Workspace

Adobe PDF

PeopleSoft

Database management basics

Job description

Executive Assistant to the Vice President for Research and Innovation

Job Summary

Reporting to the Vice President for Research & Innovation (VPRI), the Executive Assistant to the Vice President for Research and Innovation provides highly complex, confidential administrative and analytical support to the Office of the VPRI. Working with limited supervision, the incumbent independently manages sensitive communications, executive operations, budget oversight, special projects, and division-wide initiatives requiring sound judgment and discretion. As a primary liaison among campus partners, the Research Foundation, the Chancellor’s Office, and external constituents, the position advances efficient operations and timely execution of strategic priorities.

Key Responsibilities

• Manage sensitive administrative matters, communications, and records involving personnel issues, grievances, investigations, legal proceedings, budgets, and strategic initiatives.
• Serve as the primary point of contact for the Office of the VPRI; screen calls and inquiries, greet visitors, resolve routine issues, and direct matters to appropriate staff.
• Manage the VPRI’s calendar, priorities, correspondence, commitments, and follow‑up activities while exercising independent judgment and discretion.
• Review, assess, and prioritize communications and briefing materials; analyze issues and provide recommendations to support executive decision‑making.
• Coordinate office operations, policies, procedures, personnel transactions, attendance review, and administrative support for committees and search processes.
• Compose, edit, and distribute complex confidential correspondence, reports, presentations, campus communications, and division newsletters.
• Lead special projects from planning through completion, including research, performance metrics, strategic planning activities, proposal processes, and reports.
• Manage, monitor, and reconcile office budgets and accounts; authorize expenditures and process invoices, purchases, travel, payroll, and related documentation.
• Plan and deliver division meetings, workshops, and events, including logistics, materials, on‑site coordination, and post‑event reporting.
• Represent the Office of the VPRI and cultivate effective working relationships with campus leadership, the Research Foundation, the Chancellor’s Office, Board members, and external partners.

Knowledge, Skills & Abilities

• Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive personnel, legal, financial, and organizational matters.
• Ability to independently analyze complex administrative issues, develop practical solutions, and make well‑reasoned recommendations.
• Excellent written and oral communication skills, including the ability to compose, edit, and format professional correspondence, reports, and presentations.
• Ability to organize, prioritize, and complete multiple time‑sensitive assignments and projects with accuracy and minimal supervision.
• Knowledge of administrative, operational, and fiscal analysis methods, including budget monitoring, account reconciliation, and expenditure processing.
• Ability to interpret and apply University and CSU policies, procedures, and delegation‑of‑authority requirements using discretion when precedents do not exist.
• Strong project and event management skills, including planning, coordination, follow‑through, and adjustment of competing priorities.
• Ability to establish and maintain productive, professional relationships with senior leaders, campus partners, external agencies, and diverse constituents.
• Ability to use Microsoft Office, Google applications, email, Adobe, and information systems to support analysis, research, reporting, and communication.
• Ability to learn PeopleSoft and database management tools and to responsibly use emerging technologies, including artificial intelligence, in accordance with institutional practices.

Required Qualifications

• Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
• Three years of administrative work experience

Preferred Qualifications

• Two years of experience providing administrative support to a vice president, dean, executive, cabinet‑level administrator, or comparable senior leader.
• Two years of experience handling confidential personnel, labor relations, grievance, investigation, disciplinary, legal, or other sensitive organizational matters.
• One year of experience monitoring budgets, reconciling accounts, processing expenditures, or preparing financial reports.

Compensation

Classification: Confidential Administrative Support II
Anticipated Hiring Range: $6,667/month - $8,334/month
CSU Salary Range: $4,687/month - $11,223/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.

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 Officeor report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Jeanne Clery Disclosure of Campus Security Policy 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].

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.

Advertised: Oct 23 2026 Pacific Daylight Time
Applications close: