Executive Assistant to the Associate Vice President, University Housing Services

San José State University•San Jose, CA

1d•Onsite

About The Position

Under the general direction of the Associate Vice President for University Housing Services, the Executive Assistant provides high-level executive, analytical, operational, and supervisory support to University Housing Services. The position serves as the primary administrative and strategic partner to the AVP and supports the AVP’s office in sensitive, confidential, and complex matters that span multiple housing areas and campus departments. The incumbent performs specialized work of a highly sensitive and confidential nature requiring access to a variety of sources and forms of information as well as special projects requiring research and analysis, including responsibility for financial, personnel and payroll duties. The incumbent exercises independent judgment, coordinates department-wide initiatives, oversees administrative systems, leads major projects, conducts advanced analysis, and ensures department adherence with specific payroll, procurement, travel and operational policies and procedures. The position supervises administrative workflows, supports short and long-range planning, and designs systems that improve efficiency, accuracy, and service delivery.

Requirements

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.
Four years of administrative work experience.
Ability to understand, interpret, and apply a broad range of CSU, university, divisional, and departmental policies and regulations in order to analyze, troubleshoot, and resolve complex organizational and operational challenges affecting a comprehensive housing program.
Ability to perform high-level executive administrative functions requiring discretion, sound judgment, independent decision making, and the ability to operate effectively in the absence of direct supervision.
Ability to take initiative and independently plan, organize, coordinate, and execute work in an environment with numerous stakeholders, frequent interruptions, shifting priorities, and tight deadlines.
Ability to create, organize, and carry out detailed operational plans, executive workflows, and administrative systems that support efficiency, compliance, and long-term program needs.
Expertise in researching, collecting, evaluating, and analyzing data, drawing valid conclusions, forecasting operational implications, and recommending improvements to policy, processes, and systems.
Ability to support, monitor, and report on program budgets and allocations and prepare complex administrative and analytical reports for executive audiences.
Excellent written and oral communication skills, including the ability to draft, edit, and format executive correspondence, briefing materials, business reports, and presentations using correct grammar, punctuation, and style.
Ability to manage confidential and sensitive information with the highest level of discretion, including personnel matters, student information, labor relations topics, and executive communications.
Knowledge of public administration principles and methods, including organizational development, administrative systems, strategic planning, and workflow optimization.
Ability to apply administrative and public policy knowledge to complex operational units, including understanding laws, regulations, and compliance obligations that govern housing, HR, student operations, and financial processes.
Advanced knowledge of operations and systems analysis, statistical and research methods, and the ability to evaluate results to produce data-informed recommendations for policy or procedural improvements.
Ability to perform complex tasks that require independent judgment, advanced analytical thinking, and the initiation of actions necessary to implement executive or group decisions.
Ability to remain flexible and effective during changes, high-volume cycles, and competing priorities while maintaining accuracy and professionalism.
Demonstrated strong interpersonal skills with the ability to communicate effectively, respond to inquiries, and provide guidance to staff, students, partners, and external agencies in a courteous and professional manner with sensitivity to difference audiences.
Knowledge of how administrative and access databases interact with business processes, including HR systems, financial systems, StarRez, S2, and Dormakaba platforms.
Ability to work with databases to pull records, extract information, run reports, and support data transfers or integrations with other systems.
Thorough knowledge of office systems and current technologies, including Microsoft Word, Excel, Access, PowerPoint, Google Suite, Google Mail, calendar, docs, sheets, forms, database management and internet tools, and the ability to adopt new technology platforms as needed.
Ability to hire, train, supervise, and evaluate professional staff and student assistants, directing daily work, setting priorities, and ensuring compliance with procedures and service expectations.
Ability to organize, prioritize, and complete multiple administrative tasks across several units, ensuring accuracy, timeliness, and alignment with departmental goals.
Ability to use tact and good judgment in responding to requests for information and/or interpretation of policies or procedures.
Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
Ability to perform accurately in a detail-oriented environment; handle multiple work priorities; organize, set deadlines, and plan work and projects.
Ability to process information quickly for a fast-paced office.
Ability to communicate with constituents in a professional and respectful manner.

Nice To Haves

Bachelor’s Degree.
Seven years of years of progressively responsible professional office coordination experience.
Experience providing administrative support to a senior executive.
Experience conducting research, analysis, and producing reports.
Experience supervising professional staff.
Experience working in a housing or property management environment in an administrative role.
Experience working in an educational environment.

Responsibilities

Serves as the primary point of contact for the AVP, prioritizing communications, synthesizing issues, and independently determining appropriate responses and follow-up actions.
Manages confidential correspondence, briefings, strategic documents, and communication materials for the AVP, ensuring accuracy, clarity, and alignment with departmental and university priorities.
Coordinates executive-level meetings, retreats, presentations, and departmental initiatives, including preparation of agendas, research materials, action logs, and follow-through tracking.
Supports the AVP which may include serving on committees, task forces, work groups, and working with campus-wide initiatives, ensuring seamless communication of University Housing Services objectives.
Develops and maintains systems to streamline executive workflow, including annual calendars, strategic planning tools, documentation systems, and communication frameworks.
Leads and manages complex cross-departmental projects, including operational improvements, new initiatives, and short and long-range planning activities.
Conducts research, analysis and prepares reports evaluating policy, compliance requirements, operational systems, staffing models, and departmental performance metrics.
Analyzes data from database systems to identify trends, develop insights, and recommend improvements.
Drafts and revises departmental administrative policies, procedures, and operational guidelines, ensuring alignment with CSU and university regulations.
Oversees administrative workflows for payroll, UP transactions, timekeeping, separation processes, and personnel documentation across multiple units within Housing Services.
Ensures department adherence with university, CSU, state, and federal administrative policies, and resolves complex procedural or policy issues independently.
Reviews and approves travel requests, reimbursements, purchasing activities, procurement card reconciliation, and financial transactions for accuracy and compliance.
Develops administrative systems, workflows, documentation that enhance efficiency, accuracy, operational consistency.
Hires, trains, evaluates, provides workflow direction and performance goals for the Administrative Analyst and assigned student assistants, setting priorities, reviewing work products, and ensuring accuracy and adherence with department and campus policies, procedures and protocols
Develops training tools, desk manuals, workflow guides, and operational documentation for department administrative processes.
Oversees cross-unit administrative coordination, ensuring tasks are completed timely and align with departmental expectations.
May lead onboarding and ongoing development of administrative staff to strengthen departmental effectiveness.
Serves as a backup departmental liaison for S2, Dormakaba, and Morse Watchmans locking database systems, providing support for year-round residential access operations and assisting with system maintenance as needed.
Develops and assists in designing user resources such as guides, digital walkthroughs, and instructional tools that help system users navigate StarRez, S2, and Dormakaba platforms.
Provides backup support for access control readiness during building openings, term transitions, temporary assignments, emergencies, and other periods requiring additional access control resources.