Executive Assistant to the Chief of Police

California State University System • San Jose, CA

100d • $7,211 - $7,500

About The Position

Reporting directly to the Chief of Police, the Executive Assistant to the Chief of Police works independently performing a wide variety of specialized administrative and analytical duties and/or services in support of the Chief and the University Police Department while maintaining a high level of confidentiality. Must have the ability to effectively manage sensitive interpersonal interactions at all levels. Contributes to the completion of broader and more complex organizational or program projects and goals. Often provides project leadership or represents the work unit on key projects within and outside the organization. Exercises initiative and considerable judgement and discretion reflective of a thorough knowledge of a professional administrative specialty and/or program and/or policy areas. Analyzes and addresses problems using reasoning and the interpretation and application of theories and principles to develop and recommend alternatives and best course of action. Work requires coordination with individuals at all levels within the organization and as needed, acts as a representative to outside entities.

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
• Three years of administrative work experience

Nice To Haves

• Experience handling confidential and sensitive material
• Two (2) years of administrative experience involving public contact or employment at a law enforcement agency

Responsibilities

• Serve as first point of contact for the Office of the Chief
• Promote accessibility, prioritizing communications and directing inquiries to the appropriate venue with an emphasis on problem-solving
• Coordinate administrative support functions for the office of the Chief; often involving evaluation and recommendations related to operational and procedural matters; requires independent decision-making while ensuring all suitable policies and procedures are interpreted and applied appropriately
• Research and provide background material on emerging law enforcement or campus issues as needed
• Interact with Federal, State, and Local law enforcement agencies at Chief's discretion
• Handle CSU Chiefs communications (manage Chief's inbox which has access to labor relations information), maintain confidential files including attorney client privilege at Chief's direction, SUPA labor related confidential files, discipline and recognition files, confidential Background files, POST updates
• Supervise and control access to all confidential records
• Screen and set access and appointments for the Chief of Police and greet visitors, ascertain nature of business; take action or refer to appropriate office
• Review and edit department correspondence sent through the chain of command, ensuring documents and reports are professionally presented and adhere to appropriate policies and procedures
• Plan and organize countywide organization meetings held at UPD
• Organize and maintain department data drives, ensuring appropriate forms and files are updated
• Maintain confidentiality of all sensitive files and materials including but not limited to Internal Affairs and Administrative Investigations.
• Operate, maintain, and train other staff on the use of a variety of office equipment and programs, including computers, communication/recording equipment, copier, storage systems and media
• Instruct student assistant for seamless support in critical matters related to the office of the chief
• Project and plan department equipment needs; order and maintain inventory for office supplies, forms and uniforms
• Coordinate office equipment updates and operations with IT and consultants
• Facilitate and coordinate department telecommunications needs
• Act as the point of contact for building repair/maintenance service requests
• Prepare Requisitions, Direct Payments, and reimbursements as needed
• Prepare travel arrangements for Chief of Police and other staff members as needed
• Maintain, control and issue police badges when needed; determine and maintain proper inventory, working with the vendor to purchase or refurbish as required
• Schedule and attend Command Staff (management level) and provide support to same; seek input and provide agendas for these meetings
• Prepare department recognition program nominations submitted for the selection process; design related marketing plans and materials
• Coordinate catering and logistics for UPD events, interview panels, organizational meetings, swearing in ceremonies, Santa Clara County Police Chiefs' meeting, hosting for Chief's special meetings, department recognition ceremonies
• Research with IT and make decisions on hardware to implement and allocate same to department staff as needed
• Reserve rooms on campus for special functions e.g., Commencement briefing/debriefing, swearing in ceremonies
• Determine department need on a wide variety of department equipment and supplies and ensure that these supplies are always available in appropriate amounts

Benefits

• Comprehensive benefits package typically worth 30-35% of base salary

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Educational Services
• Education Level: Bachelor's degree
• Number of Employees: 5,001-10,000 employees