Executive Assistant to the Associate Vice President, University Housing Services
27 days ago
San Jose
Job Summary Under the general direction of the Associate Vice President for University Housing Services, the Executive Assistant provides high-level executive, analytical, operational, and supervisory support to University Housing Services. The position serves as the primary administrative and strategic partner to the AVP and supports the AVP's office in sensitive, confidential, and complex matters that span multiple housing areas and campus departments. The incumbent performs specialized work of a highly sensitive and confidential nature requiring access to a variety of sources and forms of information as well as special projects requiring research and analysis, including responsibility for financial, personnel and payroll duties. The incumbent exercises independent judgment, coordinates department-wide initiatives, oversees administrative systems, leads major projects, conducts advanced analysis, and ensures department adherence with specific payroll, procurement, travel and operational policies and procedures. The position supervises administrative workflows, supports short and long-range planning, and designs systems that improve efficiency, accuracy, and service delivery. Key Responsibilities • Serves as the primary point of contact for the AVP, prioritizing communications, synthesizing issues, and independently determining appropriate responses and follow-up actions., • Manages confidential correspondence, briefings, strategic documents, and communication materials for the AVP, ensuring accuracy, clarity, and alignment with departmental and university priorities., • Coordinates executive-level meetings, retreats, presentations, and departmental initiatives, including preparation of agendas, research materials, action logs, and follow-through tracking., • Supports the AVP which may include serving on committees, task forces, work groups, and working with campus-wide initiatives, ensuring seamless communication of University Housing Services objectives., • Develops and maintains systems to streamline executive workflow, including annual calendars, strategic planning tools, documentation systems, and communication frameworks., • Leads and manages complex cross-departmental projects, including operational improvements, new initiatives, and short and long-range planning activities., • Conducts research, analysis and prepares reports evaluating policy, compliance requirements, operational systems, staffing models, and departmental performance metrics., • Analyzes data from database systems to identify trends, develop insights, and recommend improvements., • Drafts and revises departmental administrative policies, procedures, and operational guidelines, ensuring alignment with CSU and university regulations., • Oversees administrative workflows for payroll, UP transactions, timekeeping, separation processes, and personnel documentation across multiple units within Housing Services., • Ensures department adherence with university, CSU, state, and federal administrative policies, and resolves complex procedural or policy issues independently., • Reviews and approves travel requests, reimbursements, purchasing activities, procurement card reconciliation, and financial transactions for accuracy and compliance., • Develops administrative systems, workflows, documentation that enhance efficiency, accuracy, operational consistency., • Hires, trains, evaluates, provides workflow direction and performance goals for the Administrative Analyst and assigned student assistants, setting priorities, reviewing work products, and ensuring accuracy and adherence with department and campus policies, procedures and protocols, • Develops training tools, desk manuals, workflow guides, and operational documentation for department administrative processes., • Oversees cross-unit administrative coordination, ensuring tasks are completed timely and align with departmental expectations., • May lead onboarding and ongoing development of administrative staff to strengthen departmental effectiveness., • Serves as a backup departmental liaison for S2, Dormakaba, and Morse Watchmans locking database systems, providing support for year-round residential access operations and assisting with system maintenance as needed., • Develops and assists in designing user resources such as guides, digital walkthroughs, and instructional tools that help system users navigate StarRez, S2, and Dormakaba platforms., • Provides backup support for access control readiness during building openings, term transitions, temporary assignments, emergencies, and other periods requiring additional access control resources. Knowledge, Skills & Abilities • Ability to understand, interpret, and apply a broad range of CSU, university, divisional, and departmental policies and regulations in order to analyze, troubleshoot, and resolve complex organizational and operational challenges affecting a comprehensive housing program., • Ability to perform high-level executive administrative functions requiring discretion, sound judgment, independent decision making, and the ability to operate effectively in the absence of direct supervision., • Ability to take initiative and independently plan, organize, coordinate, and execute work in an environment with numerous stakeholders, frequent interruptions, shifting priorities, and tight deadlines., • Ability to create, organize, and carry out detailed operational plans, executive workflows, and administrative systems that support efficiency, compliance, and long-term program needs., • Expertise in researching, collecting, evaluating, and analyzing data, drawing valid conclusions, forecasting operational implications, and recommending improvements to policy, processes, and systems., • Ability to support, monitor, and report on program budgets and allocations and prepare complex administrative and analytical reports for executive audiences., • Excellent written and oral communication skills, including the ability to draft, edit, and format executive correspondence, briefing materials, business reports, and presentations using correct grammar, punctuation, and style., • Ability to manage confidential and sensitive information with the highest level of discretion, including personnel matters, student information, labor relations topics, and executive communications., • Knowledge of public administration principles and methods, including organizational development, administrative systems, strategic planning, and workflow optimization., • Ability to apply administrative and public policy knowledge to complex operational units, including understanding laws, regulations, and compliance obligations that govern housing, HR, student operations, and financial processes., • Advanced knowledge of operations and systems analysis, statistical and research methods, and the ability to evaluate results to produce data-informed recommendations for policy or procedural improvements., • Ability to perform complex tasks that require independent judgment, advanced analytical thinking, and the initiation of actions necessary to implement executive or group decisions., • Ability to remain flexible and effective during changes, high-volume cycles, and competing priorities while maintaining accuracy and professionalism., • Demonstrated strong interpersonal skills with the ability to communicate effectively, respond to inquiries, and provide guidance to staff, students, partners, and external agencies in a courteous and professional manner with sensitivity to difference audiences., • Knowledge of how administrative and access databases interact with business processes, including HR systems, financial systems, StarRez, S2, and Dormakaba platforms., • Ability to work with databases to pull records, extract information, run reports, and support data transfers or integrations with other systems., • Thorough knowledge of office systems and current technologies, including Microsoft Word, Excel, Access, PowerPoint, Google Suite, Google Mail, calendar, docs, sheets, forms, database management and internet tools, and the ability to adopt new technology platforms as needed., • Ability to hire, train, supervise, and evaluate professional staff and student assistants, directing daily work, setting priorities, and ensuring compliance with procedures and service expectations., • Ability to organize, prioritize, and complete multiple administrative tasks across several units, ensuring accuracy, timeliness, and alignment with departmental goals., • Ability to use tact and good judgment in responding to requests for information and/or interpretation of policies or procedures., • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved., • Ability to perform accurately in a detail-oriented environment; handle multiple work priorities; organize, set deadlines, and plan work and projects., • Ability to process information quickly for a fast-paced office., • Ability to communicate with constituents in a professional and respectful manner. Required Qualifications • 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., • Four years of administrative work experience. Preferred Qualifications • Bachelor's Degree., • Seven years of years of progressively responsible professional office coordination experience., • Experience providing administrative support to a senior executive., • Experience conducting research, analysis, and producing reports., • Experience supervising professional staff., • Experience working in a housing or property management environment in an administrative role., • Experience working in an educational environment. Compensation Classification: Confidential Administrative Support II Anticipated Hiring Range: $6,350/month - $6,836/month CSU Salary Range: $4,687/month - $11,223/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 ___. Application Procedure Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: • Resume Contact Information University Personnel 408-924-2252 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 ___ and questions may be sent to ___. 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. Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct. 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 ___ 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 ___. Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at ___. 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 ___. 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 is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San Jose State University students, faculty, and staff, as well as university 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). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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.
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