Deans Office Executive Coordinator (Executive Assistant III, Range I) CPaGE Administration

*SFSU INTERNAL APPLICANTS ONLY*

Working Title

Deans Office Executive Coordinator

SF StateUniversity

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race religion color ancestry age disability genetic information gender gender identity gender expression marital status medical condition National origin sex sexual orientation covered veteran status or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF States policy prohibiting discrimination and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination Harassment and Retaliation Administrator by calling or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a designated position in the California State Universitys Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

College of Professional & Global Education

Appointment Type

This is a one year probationary position.

Time Base

Full Time (1.0 FTE)

Work Schedule

Monday through Friday from 8:00 a.m. to 5:00 p.m.

Anticipated Hiring Range

$6151.00 - $6927.00 monthly ($73812.00 - $ 83124.00 annually)

Salary is commensurate with experience.

Position Summary

The Deans Office Executive Coordinator reports to the Dean and provides confidential high-level executive administrative operational and project support to the Dean and Associate Dean of the College of Professional & Global Education (CPaGE). Serving as the primary coordinator for the Deans Office the position manages executive communications complex scheduling college-wide meetings operational workflows and complex administrative projects and strategic initiatives that support the Colleges academic and business operations. Working independently under minimal supervision the incumbent exercises advanced judgment and discretion in managing competing priorities coordinating projects across multiple units analyzing and improving administrative processes handling highly sensitive and confidential information and ensuring timely implementation of executive priorities. The position serves as a key liaison between the Deans Office and university administrators faculty staff and external partners and develops administrative systems and processes that support organizational effectiveness and executive decision-making.

Position Information

Executive Support to Dean and Associate Dean

• Provide confidential executive-level administrative support to the Dean and Associate Dean.
• Manage complex calendars scheduling priorities and meeting logistics.
• Coordinate travel arrangements reimbursements and executive correspondence.
• Research compile analyze and prepare information for meeting agendas executive briefing materials presentations reports and other communications to support executive decision-making.
• Independently monitor assignments deadlines decisions and follow-up items on behalf of the Deans Office; identify items requiring executive attention and facilitate timely resolution and completion.
• Serve as a primary point of contact and liaison for the Deans Office exercising independent judgment in responding to resolving routing or escalating sensitive and complex inquiries from internal and external stakeholders.

Deans Office Administration Strategic Initiatives and Project Coordination

• Coordinate the administrative operations of the Deans Office independently establishing priorities and facilitating resolution of operational issues.
• Analyze administrative processes workflows and procedures; identify opportunities to improve efficiency coordination accountability and service; and recommend and implement improvements in consultation with the Dean and Associate Dean.
• Develop and maintain administrative systems procedures documentation and tracking mechanisms supporting consistent college operations.
• Research interpret and apply applicable university and CSU policies procedures guidelines and administrative requirements; assess their implications for Deans Office operations and recommend administrative processes or procedural changes to support compliance and effective implementation.
• Maintain highly sensitive and confidential executive files records communications and operational documentation.
• Maintain college administrative calendars including staff in-person work schedules and planned absences using appropriate software.
• May provide lead work direction training guidance and mentoring to administrative staff and student assistants including coordinating assignments and supporting consistent administrative practices.
• Coordinate complex Deans Office projects and strategic initiatives involving multiple college and university stakeholders; develop project plans and timelines identify dependencies and potential barriers monitor progress and facilitate timely completion of deliverables.
• Provide administrative support for the annual staff performance evaluation cycle maintaining timelines and documentation distributing and collecting evaluation materials tracking completion and routing materials and outstanding items to the appropriate administrator.
• Coordinate the annual college budget planning process by developing schedules collecting and organizing information from college units monitoring deliverables identifying missing or inconsistent information and preparing materials to support executive review and decision-making.
• Monitor implementation of priorities established by the Dean and Associate Dean independently follow up with responsible units and stakeholders identify issues affecting progress and elevate matters requiring executive attention.
• Develop and maintain project-management and tracking systems that improve accountability transparency and timely completion of college priorities.
• Conduct research and administrative analysis and prepare reports presentations briefing materials and institutional documentation in support of Deans Office initiatives.
• Collaborate with college and university stakeholders to implement administrative projects and initiatives and ensure alignment with Deans Office priorities.

Facilities and College Operations

• Coordinate administrative and operational needs for CPaGEs Science & Engineering Innovation Center (SEIC) and Downtown Campus (DTC) serving as a Deans Office liaison with university departments service providers and vendors to facilitate resolution of operational issues.
• Coordinate shared workspaces meeting facilities equipment administrative resources and logistical support for college activities and events at all CPaGE locations.

College Communications and Stakeholder Relations

• Manage the college-wide Info Blast communication process including collecting editing formatting and distributing content.
• Coordinate logistics and materials for All Hands meetings and other college-wide events.
• Prepare agendas meeting materials minutes and follow-up communications.
• Facilitate effective communication between the Deans Office and internal and external stakeholders exercising judgment regarding priorities appropriate responses information sharing and matters requiring escalation to executive leadership.

Other duties as assigned

Minimum Qualifications

Education

• Equivalent to a bachelors degree in Business Administration Public Administration Higher Education Administration Communications or a related field. Additional experience which demonstrates acquired and successfully applied knowledge and abilities may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for required experience on a year-for-year basis.

Experience

• Four years of progressively responsible relevant experience providing executive administrative operational project management or related support.
• Experience coordinating complex projects involving multiple stakeholders.
• Experience maintaining confidential information and exercising sound judgment.
• Experience providing lead work direction training guidance or mentoring to administrative staff or student assistants is desirable.

Knowledge Skills and Abilities

• Advanced organizational project planning and project management skills including the ability to independently manage multiple complex projects and competing deadlines.
• Advanced written verbal interpersonal and stakeholder-relations skills.
• Ability to work independently under minimal supervision exercise advanced judgment and discretion and determine appropriate courses of action.
• Demonstrated ability to handle highly sensitive and confidential information with discretion.
• Strong analytical and problem-solving skills including the ability to evaluate administrative processes and information identify issues develop sound conclusions and recommend solutions.
• Advanced public and internal relations skills and the ability to establish effective working relationships with senior administrators faculty staff students external partners and other stakeholders.
• Advanced proficiency with Microsoft Office Suite collaboration technologies and project/workflow management systems.
• Ability to interpret and apply university and CSU policies procedures guidelines and administrative requirements.
• Knowledge of administrative operations and principles of fiscal management sufficient to support executive planning and decision-making.
• Advanced skill in providing lead work direction training guidance and mentoring to administrative staff and student assistants.
• Ability to adapt to changing priorities and operate effectively in a complex fast-paced environment.

Preferred Qualifications

• Masters degree in a related field.
• Experience in higher education.
• Knowledge of CSU policies governance structures and administrative processes.
• Experience coordinating committee operations and governance activities.
• Experience with Airtable or similar workflow management systems.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants 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.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Lifes Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues students and the customers we serve.

We offer a competitive compensation package that includes Medical Dental Vision Pension 401k Healthcare Savings Account Life Insurance Disability Insurance Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program all geared towards the Universitys commitment to attract motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants currently in bargaining units 2 5 7 and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework all work is expected to be performed in the state of California and this position is assigned to on-campus operations.

Pursuant to Education Code Section 89521 the CSU is required to contact the current and/or former employer(s) of an applicant in the final stages of the recruitment process and make a reasonable attempt to obtain information regarding any prior misconduct by the applicant within the last seven years.

CSU strongly encourages faculty staff and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m. and can be reached at .

Please note that this position position requirements application deadline and/or any other component of this position is subject to change or cancellation at any time.

*SFSU INTERNAL APPLICANTS ONLY*