Dean’s Office Executive Coordinator - (Executive Assistant III, Range I) - CPaGE Administration

CSU Careers•San Francisco, CA

9d•Onsite

About The Position

The Dean’s Office Executive Coordinator reports to the Dean and provides confidential, high-level executive, administrative, operational, and project support to the Dean and Associate Dean of the College of Professional & Global Education (CPaGE). Serving as the primary coordinator for the Dean’s Office, the position manages executive communications, complex scheduling, college-wide meetings, operational workflows, and complex administrative projects and strategic initiatives that support the College’s academic and business operations. Working independently under minimal supervision, the incumbent exercises advanced judgment and discretion in managing competing priorities, coordinating projects across multiple units, analyzing and improving administrative processes, handling highly sensitive and confidential information, and ensuring timely implementation of executive priorities. The position serves as a key liaison between the Dean’s Office and university administrators, faculty, staff, and external partners and develops administrative systems and processes that support organizational effectiveness and executive decision-making.

Requirements

Education Equivalent to a bachelor’s degree in Business Administration, Public Administration, Higher Education Administration, Communications, or a related field.
Additional experience which demonstrates acquired and successfully applied knowledge and abilities may be substituted for the required education on a year-for-year basis.
An advanced degree in a related field may be substituted for required experience on a year-for-year basis.
Four years of progressively responsible relevant experience providing executive administrative, operational, project management, or related support.
Experience coordinating complex projects involving multiple stakeholders.
Experience maintaining confidential information and exercising sound judgment.
Advanced organizational, project planning, and project management skills, including the ability to independently manage multiple complex projects and competing deadlines.
Advanced written, verbal, interpersonal, and stakeholder-relations skills.
Ability to work independently under minimal supervision, exercise advanced judgment and discretion, and determine appropriate courses of action.
Demonstrated ability to handle highly sensitive and confidential information with discretion.
Strong analytical and problem-solving skills, including the ability to evaluate administrative processes and information, identify issues, develop sound conclusions, and recommend solutions.
Advanced public and internal relations skills and the ability to establish effective working relationships with senior administrators, faculty, staff, students, external partners, and other stakeholders.
Advanced proficiency with Microsoft Office Suite, collaboration technologies, and project/workflow management systems.
Ability to interpret and apply university and CSU policies, procedures, guidelines, and administrative requirements.
Knowledge of administrative operations and principles of fiscal management sufficient to support executive planning and decision-making.
Ability to adapt to changing priorities and operate effectively in a complex, fast-paced environment.

Nice To Haves

Experience providing lead work direction, training, guidance, or mentoring to administrative staff or student assistants is desirable.
Master’s degree in a related field.
Experience in higher education.
Knowledge of CSU policies, governance structures, and administrative processes.
Experience coordinating committee operations and governance activities.
Experience with Airtable or similar workflow management systems.

Responsibilities

Provide confidential executive-level administrative support to the Dean and Associate Dean.
Manage complex calendars, scheduling priorities, and meeting logistics.
Coordinate travel arrangements, reimbursements, and executive correspondence.
Research, compile, analyze, and prepare information for meeting agendas, executive briefing materials, presentations, reports, and other communications to support executive decision-making.
Independently monitor assignments, deadlines, decisions, and follow-up items on behalf of the Dean’s Office; identify items requiring executive attention and facilitate timely resolution and completion.
Serve as a primary point of contact and liaison for the Dean’s Office, exercising independent judgment in responding to, resolving, routing, or escalating sensitive and complex inquiries from internal and external stakeholders.
Coordinate the administrative operations of the Dean’s Office, independently establishing priorities and facilitating resolution of operational issues.
Analyze administrative processes, workflows, and procedures; identify opportunities to improve efficiency, coordination, accountability, and service; and recommend and implement improvements in consultation with the Dean and Associate Dean.
Develop and maintain administrative systems, procedures, documentation, and tracking mechanisms supporting consistent college operations.
Research, interpret, and apply applicable university and CSU policies, procedures, guidelines, and administrative requirements; assess their implications for Dean’s Office operations and recommend administrative processes or procedural changes to support compliance and effective implementation.
Maintain highly sensitive and confidential executive files, records, communications, and operational documentation.
Maintain college administrative calendars, including staff in-person work schedules and planned absences using appropriate software.
May provide lead work direction, training, guidance, and mentoring to administrative staff and student assistants, including coordinating assignments and supporting consistent administrative practices.
Coordinate complex Dean’s Office projects and strategic initiatives involving multiple college and university stakeholders; develop project plans and timelines, identify dependencies and potential barriers, monitor progress, and facilitate timely completion of deliverables.
Provide administrative support for the annual staff performance evaluation cycle, maintaining timelines and documentation, distributing and collecting evaluation materials, tracking completion, and routing materials and outstanding items to the appropriate administrator.
Coordinate the annual college budget planning process by developing schedules, collecting and organizing information from college units, monitoring deliverables, identifying missing or inconsistent information, and preparing materials to support executive review and decision-making.
Monitor implementation of priorities established by the Dean and Associate Dean, independently follow up with responsible units and stakeholders, identify issues affecting progress, and elevate matters requiring executive attention.
Develop and maintain project-management and tracking systems that improve accountability, transparency, and timely completion of college priorities.
Conduct research and administrative analysis and prepare reports, presentations, briefing materials, and institutional documentation in support of Dean’s Office initiatives.
Collaborate with college and university stakeholders to implement administrative projects and initiatives and ensure alignment with Dean’s Office priorities.
Coordinate administrative and operational needs for CPaGE’s Science & Engineering Innovation Center (SEIC) and Downtown Campus (DTC), serving as a Dean’s Office liaison with university departments, service providers, and vendors to facilitate resolution of operational issues.
Coordinate shared workspaces, meeting facilities, equipment, administrative resources, and logistical support for college activities and events at all CPaGE locations.
Manage the college-wide Info Blast communication process, including collecting, editing, formatting, and distributing content.
Coordinate logistics and materials for All Hands meetings and other college-wide events.
Prepare agendas, meeting materials, minutes, and follow-up communications.
Facilitate effective communication between the Dean’s Office and internal and external stakeholders, exercising judgment regarding priorities, appropriate responses, information sharing, and matters requiring escalation to executive leadership.
Other duties as assigned