Confidential Assistant to the Vice President & CFO (Confidential Administrative Support III, Range 3) - Administration & Finance

San Francisco State University•San Francisco, CA

3d•$80,004 - $92,004•Onsite

About The Position

The Confidential Assistant to the Vice President & Chief Financial Officer (VP/CFO) for Administration & Finance provides highly responsible, confidential, and complex executive-level administrative and operational support to the VP/CFO and the Office of Administration & Finance. Working closely with the Director of Administration & Strategic Planning, the incumbent independently manages a broad range of complex executive administrative operations requiring advanced organizational skills, sound judgment, discretion, initiative, and attention to detail in support of divisional and university priorities. The incumbent is responsible for providing confidential executive-level administrative support involving access to, and handling of, sensitive personnel, budgetary, executive, and university operational matters requiring a high degree of discretion, independent judgment, and confidentiality; managing the VP/CFO’s complex calendar and scheduling priorities; independently coordinating travel and related reimbursements; preparing and processing correspondence, reports, presentations, briefing materials, and confidential documents; coordinating office operations and student assistant support; and providing front office reception and customer service support for the office suite. The position also supports divisional meetings, conferences, events, and large-scale virtual and in-person presentations, including coordination of presentation materials, meeting logistics, and Zoom meeting/webinar support for campus audiences. This position requires exceptional organizational, communication, customer service, and technical skills; the ability to manage multiple competing priorities in a fast-paced executive office environment; the ability to exercise independent judgment and maintain confidentiality in sensitive matters; and the ability to work collaboratively and professionally with a diverse campus community. The incumbent serves as a liaison and representative of the VP/CFO with campus leadership, administrators, faculty, staff, students, CSU Chancellor’s Office personnel, external agencies, and community partners.

Requirements

Bachelor’s degree and at least three (3) years of progressively responsible administrative or executive support experience, or an equivalent combination of education and related professional experience that demonstrates the ability to independently perform the essential functions of the position.
Demonstrated experience supporting executive-level administrators and handling confidential and sensitive information.
Demonstrated experience managing complex calendars, scheduling coordination, and administrative support functions.
Demonstrated experience coordinating meetings, presentations, and virtual events utilizing standard virtual meeting platforms.
Proficiency in Microsoft Office Suite and standard office productivity software.
Ability to independently coordinate conference and event logistics with strong attention to detail and customer service.
Excellent written and oral communication skills, including the ability to compose, edit, and proofread documents with accuracy and professionalism.
Strong organizational, analytical, interpersonal, and problem-solving 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.
Ability to learn, interpret, and apply CSU and university policies and procedures.
Demonstrated ability to anticipate needs and take initiative to improve office processes

Nice To Haves

Experience working in a university or higher education environment.
Familiarity with SF State and CSU policies and procedures.
Experience using CHRS, Financial Management System (FMS), Concur, and Adobe Sign.
Experience supporting large-scale campus meetings and/or executive-level presentations involving high-volume virtual attendance.
Experience coordinating executive-level meetings and travel, and processing travel reimbursements.
Experience providing lead work direction or oversight to student and/or administrative support staff.
Demonstrated experience managing reception or front office operations.
Advanced proficiency in Microsoft Office Suite and Outlook calendaring.
Demonstrated proficiency in creating professional presentations, infographics, and visual communication materials using PowerPoint, Canva, Adobe Creative Suite, or similar graphic design software.

Responsibilities

Manages and maintains the VP/CFO’s complex and frequently changing calendar, including scheduling meetings, appointments, events, and CSU and university commitments.
Prepares, reviews, coordinates, and handles confidential executive, personnel, payroll, budgetary, administrative, and divisional documents and communications for completeness, routing, compliance, and executive review purposes requiring discretion, independent judgment, and confidentiality.
Coordinates meeting logistics, including securing meeting space, preparing agendas and materials, arranging technology support, and communicating with participants.
Screens and prioritizes requests for meetings and appointments, anticipates future scheduling needs, and proactively resolves conflicts by exercising sound judgment and discretion in determining urgency and appropriate action.
Anticipates deadlines and proactively reminds the VP/CFO of upcoming meetings, required actions, and priority matters.
Serves as the primary coordinator for monthly University Budget Committee (UBC) meetings including hosting and managing Zoom meetings/webinars with large campus audiences; preparing and presenting PowerPoint presentations; coordinating presentation materials; and providing real-time meeting support and troubleshooting.
Independently coordinates travel arrangements for the VP/CFO, including preparing travel authorization requests, transportation, lodging, itineraries, registrations, expense reimbursements, and related documentation in compliance with CSU and university travel policies, procedures, and established deadlines.
Serves as a university procurement card holder and assists with procurement, invoice processing, purchasing requests, reconciliation of authorized business-related purchases, and other administrative transactions in compliance with CSU and university procurement policies and procedures.
Coordinates and supports conference planning, retreats, workshops, and special meetings on behalf of the VP/CFO, including logistics, communications, materials preparation, catering, registration, and event support.
Conducts routine research; gathers and compiles background materials and information for meetings, reports, presentations, and special projects; and utilizes graphic design and presentation software to create professional presentations, infographics, charts, briefing materials, and visual communications on behalf of the VP/CFO.
Prepares, edits, proofreads, and distributes correspondence, reports, presentations, memoranda, and other executive communications.
Performs business-related errands and deliveries on behalf of the VP/CFO as necessary to support divisional operations and executive priorities.
Maintains confidentiality of sensitive information, discussions, records, and personnel matters.
Serves as the front desk receptionist and main contact for the office suite, which includes employees from the Office of the VP/CFO, Budget Administration & Operations, and Quality Assurance & Audit Services departments.
Welcomes and assists visitors, responds to inquiries, and directs individuals to appropriate university departments, personnel, and resources in a professional and customer-service-oriented manner.
Answers and routes campus operator and main office telephone calls accurately and efficiently.
Maintains office organization, filing systems, supplies, and operational procedures to support efficient office functions.
Maintains confidential electronic and physical records in accordance with CSU and university policies and procedures.
Assists in maintaining office equipment and coordinating service requests as needed.
Supports division-wide office communications and administrative processes.
Coordinates incoming and outgoing mail, packages, and deliveries.
Provides lead work direction to student assistants supporting the office.
Coordinates recruitment, onboarding, training, scheduling, and assigning daily tasks to student assistants.
Monitors work quality and provide feedback to ensure efficient and professional office support.
Coordinates student assistant schedules to ensure consistent office coverage.
Monitors student assistant hours and staffing allocations to ensure appropriate funding and budget availability for student employee support within the office.
Facilitates communication between divisional units and other campus departments.
Coordinates meetings, events, and divisional activities as needed.
Supports the preparation and dissemination of announcements, updates, and informational materials.
Maintains professionalism and positive working relationships with internal and external stakeholders.
Performs other duties as assigned.