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

Executive Assistant III, Range 1•San Francisco, CA

2d•Onsite

About The Position

San Francisco State University's College of Science and Engineering (CoSE) is seeking an Executive Assistant to the Dean and Associate Deans. This is a one-year probationary, full-time position 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), commensurate with experience. The role involves providing comprehensive administrative support and office oversight to the Dean and Associate Deans, managing calendars, handling confidential tasks and correspondence, overseeing office staff, and coordinating college events and communications. The position requires a high degree of independence, discretion, and professionalism.

Requirements

Education equivalent to a bachelor’s degree in related field and four years of relevant experience.
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.
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.
Must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.
Must successfully complete a background check.

Nice To Haves

An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
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.
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.

Responsibilities

Provides administrative support and office oversight as the CoSE Executive Dean’s Assistant.
Schedules meetings for the Dean and college-wide meetings.
Provides administrative support and schedules meetings for the Assistant Deans.
Assists CoSE Dean and Assistant Deans with confidential tasks, projects and correspondence.
Oversees, trains and provides lead work to several office staff and student assistants.
Communicates information to college community as needed.
Functions as gatekeeper for the Dean and Associate Deans, evaluating and prioritizing requests.
Identifies, researches and evaluates problems before presenting them to the Dean or Associate Deans.
Maintains the Dean’s and Associate Deans’ calendars, making judgments on and prioritizing meeting requests.
Maintains confidentiality of meetings and other arrangements.
Facilitates communication between college administrators and the Dean/Associate Deans involving confidential issues.
Assists Dean in coordinating with key stakeholders and college administrators in ensuring that projects critical to the college mission are efficiently handled.
Handles emerging tasks as identified by the Dean and delegates as appropriate.
Prepares correspondence as needed by the Dean and Associate Deans.
Collects data and prepares reports requested by the Dean.
Handles special projects and other duties as assigned in support of the Dean’s Office and Associate Deans.
Oversees Dean’s Office core functions.
Leads and trains college front office staff and student assistants, oversees front office operations and college events.
Provides oversight of college space utilization.
Oversees communication and coordination with members of the campus community.
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.
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.
Provides support for Student Project Showcase.
Provides support for Career Fair.
Arranges catering and set up room and refreshments for various collegewide events.
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 or Associate Deans.
Prepares agenda, attends and provides action items for meetings.
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.
Serves as an active member of the Deans’ Assistants’ Monthly Meeting Group, suggesting items for discussion and disseminating information.
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.
Safeguards the confidentiality of the Dean’s Office by exercising discretion in communicating information and handling administrative records.