Executive Assistant to the Dean & Associate Deans (Executive Assistant III, Range 1) - College of Science and Engineering

California State University•San Francisco, CA

4d•$69,564 - $78,336•Onsite

About The Position

This is a one-year probationary, full-time position (1.0 Time Base) with a work schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m. The anticipated hiring range is $5,797.00 - $6,528.00 Per Month ($69,564.00 - $78,336.00 Annually), with salary commensurate with experience. The position works independently under minimal supervision of the Dean of the College of Science & Engineering (CoSE). It provides administrative support and office oversight as the CoSE Executive Dean’s Assistant, schedules meetings for the Dean and college-wide meetings, and provides administrative support and schedules meetings for the Assistant Deans. The role assists the CoSE Dean and Assistant Deans with confidential tasks, projects, and correspondence. It also oversees, trains, and provides lead work to several office staff and student assistants to ensure a well-functioning office environment and communicates information to the college community as needed.

Requirements

Education equivalent to a bachelor’s degree in related field and four years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
Thorough and advanced knowledge of the principles, problems, and methods of business administration and operational and fiscal management.
Excellent project planning skills, with the ability to manage multiple projects and deadlines simultaneously.
Advanced public and internal relations skills to effectively represent the university leader, engage and collaborate with internal stakeholders, and manage relationships with external stakeholders.
Advanced skill in leading, training, and mentoring other administrative staff.
Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
Expertise in administrative survey techniques, operations, and systems analysis, including the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.

Nice To Haves

Master’s degree and/or equivalent training and at least 5 years of relevant executive administrative support experience.
Possesses excellent oral and written communication skills; able to plan, organize, coordinate and perform work in complex situations and ability to effectively research and analyze problems. Detail oriented. Ability to coordinate and complete projects. Ability to make constructive recommendations for improvement in methods and procedures.
Knowledge of and familiarity with College programs, Chairs, faculty, staff and University policies and procedures and/or how to acquire additional information about them.
Knowledge of general higher education policies and procedures, ideally those specific to the CSU.
Experience in social media use, web page tools and survey software (i.e., Qualtrics). Computer skills including standard word-processing, spreadsheet, database, and communication software. Ability to learn campus-wide database and IT systems.
Ability to work independently, take initiative, and multi-task. Ability to reschedule work based on shifting priorities.
Ability to anticipate college and department needs and develop systems as appropriate.
Ability to establish and maintain effective working relationships.

Responsibilities

Functions as gatekeeper for the Dean, evaluating and prioritizing requests from faculty, staff, students, and campus community members. Identifies, researches, and evaluates problems before presenting them to the Dean.
Maintains the Dean’s calendar, making judgments on and prioritizing meeting requests, and making sensible arrangements to the Dean’s schedules. Maintains confidentiality of meetings and other arrangements.
Works closely with the Dean and facilitates communication between college administrators and the Dean involving confidential issues.
Assists the Dean in coordinating with key stakeholders and college administrators in ensuring that projects critical to the college mission are efficiently handled with a high degree of accuracy and professionalism.
Handles emerging tasks as identified by the Dean and delegates as appropriate.
Prepares correspondence as needed.
Collects data and prepares reports requested by the Dean.
Handles special projects and other duties as assigned in support of the Dean’s Office.
Functions as gatekeeper for the Associate Deans, evaluating and prioritizing requests from faculty, staff, students, and campus community members. Identifies, researches, and evaluates problems before presenting them to the Associate Deans.
Maintains the Associate Deans’ calendars, judging and prioritizing meeting requests and organizing Associate Deans’ schedules appropriately. Maintains confidentiality of meetings and other arrangements.
Facilitates communication between college administrators/faculty/staff and the Associate Deans, sometimes involving confidential issues. Prepares correspondence as requested by the Associate Deans.
Handles special projects and other duties as assigned in support of Associate Deans.
Oversees Dean’s Office core functions, leading and training college front office staff and student assistants, and overseeing front office operations and college events.
Provides oversight of college space utilization.
Oversees communication and coordination with members of the campus community (administrators, faculty, staff, and students).
Coordinates guest visits to the campus and the Dean’s Office.
Manages the general email account of the College and responds to or refers inquiries to appropriate offices/individuals.
Screens requests and distributes mass e-mails to all faculty/staff members on behalf of the college after Dean’s review/authorization.
Maintains and updates the College’s Monthly Calendar and College/Department staff directory.
Provides support for annual CoSE Donor Appreciation reception, including coordination and dissemination of invitations, collection of RSVPs, managing catering, and coordinating with University Advancement.
Provides support for Student Project Showcase in collaboration with Associate Deans and Student Project Showcase Planning Committee.
Provides support for Career Fair in collaboration with Associate Deans.
Arranges catering and sets up room and refreshments for various collegewide events, including WISE sponsored events, as needed.
Coordinates standing meetings, donor visits, events, and retreats for the College.
Supports College-wide committees, including Science Council, and other committees requested by the Dean. Prepares agenda, attends and provides action items to the Dean and Science Council members.
Supports College-wide committees administered by the Associate Deans. Prepares agendas, attends and provides action items to the Associate Deans and committee members.
Responsible for composing and independently running College committee elections each semester and maintaining accurate committee membership lists. Provides the Dean with suggestions/input for faculty committee nominees.
Is an active member of the Deans’ Assistants’ Monthly Meeting Group: Suggests items for discussion; disseminates information from meetings relevant to College/Department Staff and occasionally hosts meetings. Communicates with the group frequently on mutually relevant issues/concerns.
Serves on the College Science Council and attends other meetings as required by the Dean.
Facilitates internal and external communications for the College as well as the Dean’s communications to key stakeholders.
Coordinates information flow to website, science council, staff, and faculty members.
Promotes a positive image of the College and University, responding to inquiries from the Campus Community (e.g., students, faculty, staff, and administrators) and off campus inquiries.
Safeguards the confidentiality of the Dean’s Office by exercising discretion in communicating information to faculty members, staff, and students and the various groups served by the University and in handling administrative records, files, and other confidential items.
Other duties as assigned.