Job Summary

Reporting to the Lucas College of Business Dean, the Executive Assistant to the Dean provides executive administrative support to the Dean and Associate Deans, serving as a central support for the Lucas College and Graduate School offices. This senior administrative analyst interfaces with a wide variety of stakeholders to the college and acts as a liaison with the University administration and units across campus as required. This position also maintains cooperative working relationships within a diverse multicultural environment, Dean's stakeholders, especially externally with potential donors, business and community leaders, both domestically and internationally. The incumbent also oversees and coordinates key events in relation to advisory board and donor development.

Key Responsibilities

• Acts as a liaison with the University Administration and units such as Faculty Services, Advancement, and other colleges and departments as required, and interfaces with a wide variety of stakeholders including senior members of the administration, dean's advisory board, alumni, community and business leaders, potential donors, government agencies and international organizations.
• Provides interpretation and analysis of Presidential Directives, Academic Senate policies or other university and CSU policies to the Lucas College Dean and Associate Deans, and serves as an advisor for the college departments, units, and offices on policy interpretation. Conducts research on policies, as necessary, to inform Dean's and college management team's decision-making.
• Receives, generates, and transmits reports, papers and other general correspondence that relate to planning, development, and decision making within the Lucas College. Analyzes and prepares supporting materials as needed.
• Acts as front line support to the Dean. Manages the Dean's calendar, meeting arrangements and appointments. Attend meetings to capture meeting minutes, as directed by Dean.
• Responsible for the day-to-day coordination of timeliness and deadlines for the Dean.
• Responsible for coordinating all Dean's and Dean's guest travel arrangements.
• Creates monthly alumni "Business Briefs" newsletter and coordinates distribution with alumni relations
• Works with donors by trying to understand the history and background of donor collegial affiliations. Working with Development Officers and as directed by the Dean to prepare proposals, impact reports and maintains donor pipeline records. Advises Development Officers of potential donor collaborative Lucas College events and social or speaking opportunities. Facilitates innovative donor engagement and/or event interest with college faculty staff and students.
• Provides general administrative and logistical support to Development Officers, which includes but is not limited to: meeting/travel arrangements, drafting high level correspondence and briefings, and providing event support.
• Provides a diverse range of support to the Director of Accreditation, including facilitating faculty forums and online surveys to collect necessary data. Analyzes and prepares supporting materials as needed.
• Manages AACSB Accreditation review team visit logistics and provides high-level support to the team for the duration of the review period. Provides the same level of support and management to the AACSB Accreditation mock-review team visit.
• Manages the overall LCoB lecturer evaluation processes (both annual and cumulative) using the University activity reporting database (currently eFaculty). Create cases for all Cumulative evaluations in the reporting database. Arrange Cumulative college deadlines calendar with the Associate Dean of Undergraduate Programs.

Knowledge, Skills & Abilities

• Ability to effectively establish and maintain cooperative working relationships within a very diverse multicultural environment, especially externally with potential donors and business and community leaders, both domestically and internationally.
• Strong analytical, oral and written communication skills are essential. Ability to initiate, compose and appropriately format correspondence and reports. Ability to perform accurately in a detail-oriented environment.
• Ability to interface externally with senior business management, government agencies, community and international leaders, and must possess excellent customer service and public relations skills.
• Ability to analyze data and make accurate projections.
• Ability to make sound independent decisions and exercise sound judgment.
• Must possess excellent customer service and public relations skills.
• Ability to set priorities to maximize the Dean's effectiveness and time-management, balancing external and internal demands.
• Ability to respond to difficult inquiries or complaints from the University.
• Working knowledge of software applications, such as MS Office. Proficient in use of SJSU applications (e.g. Financial Transaction Services (FTS), MySJSU, and SJSU@Work, Zoom, DocuSign or current software applications).
• Ability to respond to difficult inquiries or complaints from the University.
• Ability to maintain composure in high-stress situations.
• Ability to address problems and develop solutions.
• Ability to communicate with constituents in a professional and respectful manner.

Required Qualifications

• A bachelor's degree and/or equivalent training.
• Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications

• Equivalent of eight years of experience of administrative support to senior level managers/C-Suite.
• Excellent technical office skills - develop presentation materials, create & analyze spreadsheets, merge data, and calendaring using tools such as Microsoft Word, Excel, PowerPoint, Google mail and calendar, and/or other applications.
• Demonstrated organizational skills.
• Experience high level administrative support with ability to maintain confidentiality and work independently.
• Proficient in preparing high level written and electronic correspondence. Excellent oral and written communication skills.

Compensation

Classification: Administrative Analyst/Specialist - Exempt II
Anticipated Hiring Range: $6,582/month - $7,000/month
CSU Salary Range: $5,022/month - $9,083/month
San Jose State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: January 29, 2024 through February 12. 2024 . This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.
The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.
SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)
All San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jose State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San Jose State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).