Executive Assistant to the Dean

About the role

The Executive Assistant (EA) supports the Dean of the Charles W. Davidson College of Engineering at San José State University. The EA works closely with the Dean to advance the college’s strategic plan, manage the Dean’s schedule, and coordinate various events and activities.

Responsibilities

• Leads special project assignments and research projects for the Dean which advance the college’s Strategic Plan impact on the college, including researching and reporting on college student statistics and writing reports for VIP college endowment donors.
• Analyzes and prepares reports using data from the institutional effectiveness and analytics website to track strategic plan progress and to meet the needs of the Dean and other constituents.
• Works closely with University Advancement’s Director of Development for the college on outreach and stewardship.
• Responsible for planning and designing, implementing and managing small to medium scale events led by the Dean such as: External advisory board meetings, all college welcome back meetings, and corporate and peer institution visits on campus.
• Maintains dean’s schedule including scheduling one-on-one meetings; small and large meetings with internal and external entities.
• Prepares travel authorization and reimbursement requests on behalf of the Dean.
• Manages the processes for: department chair elections and reviews; faculty reassignments; and college representatives on university committee elections.
• Provides materials support to the Dean for charging department and college committees. Including drafting timelines, identifying relevant senate policies, creation and implementation of balloting materials and draft recommendations for the Dean based on election results.

Qualifications

• Equivalent to a bachelor’s degree in a related field.
• 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.

Skills & Abilities

• Maintains effective working relationship with the Dean and the Dean’s office team to understand and carry out directives independently.
• Composes timely, accurate and appropriately formatted correspondence and reports.
• Prioritizes and balances a heavy workload with high level of productivity, proficiency and precision.
• Anticipates problems and addresses them proactively.
• Knowledge of English grammar, business writing, punctuation and spelling.
• Excellent oral and written communications skills.
• Maintains confidentiality and exercise mature judgment to appropriately handle sensitive communications with students, employees and external agencies.
• Investigates and analyzes problems with a broad administrative impact and implication.
• Maintains composure in high stress situations.
• Provides excellent customer service and manages public relations.
• Demonstrates expertise in Microsoft Office and Google suite software programs (word processing, spreadsheet, presentation, email, calendaring).
• Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups.
• Demonstrated ability to learn, adapt to, and apply artificial intelligence (AI) and other emerging technologies.

Compensation

Classification: Executive Assistant III
Anticipated Hiring Range: $6,927/month - $7,352/month (Step 10 – Step 13)
CSU Salary Range: $5,797/month - $8,445/month (Step 1 – Step 20)