Confidential Assistant to the Provost/Vice President for Academic Affairs (Confidential Office Support II, Range II) - Office of the Provost

CSU Careers • San Francisco, CA

8d • Onsite

About The Position

The Confidential Assistant (CA) to the Provost provides high-level executive and confidential administrative support to the Provost and the Office of the Provost. Working closely with the Chief of Staff, the incumbent manages a broad range of complex operational, calendaring, travel, and event coordination responsibilities requiring independent judgment, discretion, and attention to detail. The CA ensures the efficient flow of activities and information within the Provost’s Office and between university divisions, the Chancellor’s Office, and external partners. The CA is responsible for managing the Provost’s complex and dynamic calendar, coordinating high-volume travel, organizing meetings and retreats, and planning Provost Office events throughout the academic year. The position also prepares correspondence, reports, and presentations, and handles highly sensitive matters requiring professionalism and confidentiality. The CA may provide lead direction to other office staff and student assistants and serves as a key liaison representing the Provost’s Office to the campus community and external stakeholders.

Requirements

• Education and Experience: Bachelor’s degree and at least three years of consecutive, progressively responsible administrative experience, or an equivalent combination of education and five to seven years of related experience.
• Thorough knowledge of executive-level office management, administrative procedures, and CSU policies and practices.
• Demonstrated expertise in complex calendar management, high-volume scheduling, and comprehensive travel coordination.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with extensive Outlook calendaring experience.
• Excellent written and oral communication skills, including the ability to compose and proofread documents with accuracy and professionalism.
• Strong organizational, analytical, and interpersonal skills
• Demonstrated ability to maintain confidentiality and exercise sound judgment on sensitive matters.
• Ability to manage multiple priorities and projects in a fast-paced environment with frequent interruptions and shifting deadlines.
• Ability to interact effectively and diplomatically with a diverse campus community and external partners.

Nice To Haves

• Experience working in a university or higher education environment.
• Familiarity with SF State and CSU policies and procedures.
• Experience using Oracle/PeopleSoft HRMS, Financial Management System (FMS), Concur, and DocuSign.
• Experience coordinating executive-level meetings, retreats, and academic events.
• Demonstrated ability to anticipate needs and take initiative to improve office processes.

Responsibilities

• Serve as primary manager of the Provost’s complex and dynamic calendar, balancing multiple competing priorities with frequent adjustments.
• Independently schedule, confirm, and reschedule meetings involving senior campus leadership (President, Vice Presidents, Deans, and Chancellor’s Office staff) and external partners.
• Exercise substantial judgment in prioritizing requests and maintaining an organized flow of information and commitments.
• Prepare comprehensive daily and weekly briefings for the Provost with all required meeting materials, logistics, and background information.
• Anticipate future scheduling needs and proactively resolve conflicts using diplomacy, sound judgment, and discretion.
• Coordinate and manage meetings, events, and Provost Office retreats hosted throughout the academic year, including logistics, agendas, invitations, catering, facilities coordination, and audiovisual arrangements.
• Serve as liaison and representative for the Provost in communications with university leadership, faculty, staff, students, and external constituents.
• Support office communications and correspondence, ensuring accuracy, professionalism, and confidentiality.
• Independently coordinate all travel arrangements for the Provost, including transportation, lodging, itineraries, registrations, and related logistics.
• Prepare, process, and reconcile travel authorizations and reimbursements using systems such as Concur and PeopleSoft.
• Ensure compliance with CSU and State of California travel policies and maintain organized records of travel activities and related expenses.
• Anticipate travel needs and maintain detailed itineraries and documentation for Provost and guest travelers.
• Facilitate efficient and cost-effective official travel for the Provost and visiting dignitaries, ensuring accuracy and timeliness of all required forms and reports.
• Provide confidential administrative and analytical support to the Provost and Chief of Staff, including drafting, editing, and reviewing correspondence, reports, and presentations.
• Maintain and organize both electronic and physical filing systems for the Provost’s Office to ensure security, accessibility, and compliance.
• Review and process HR and personnel documents, including faculty hiring, tenure, and promotion materials, for completeness and accuracy.
• Support campuswide initiatives and accreditation efforts (e.g., WSCUC/CSU), ensuring timely submission and coordination of materials.
• Assist in preparing materials for councils, committees, and special projects such as the Provost’s Council, Leadership Retreats, and Academic Affairs programs.
• Support implementation and use of campus systems such as DocuSign, Concur, and PeopleSoft.
• Provide lead direction to support staff and student assistants in the Provost’s Office.
• Establish work priorities, monitor task completion, and support professional development and training.
• Coordinate collaborative projects across Academic Affairs units to ensure efficiency and alignment with institutional priorities.
• Other Duties as Assigned

Benefits

• Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve. We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees