San Francisco State University · 4 weeks ago
Confidential Assistant to the Provost/Vice President for Academic Affairs (Confidential Office Support II, Range II) - Office of the Provost
San Francisco, CA
Full-time
Onsite
Mid Level
$5,417/mo - $5,834/mo
3+ years expSan Francisco State University is an Equal Opportunity Employer seeking a Confidential Assistant to the Provost/Vice President for Academic Affairs. The role involves providing high-level executive and confidential administrative support, managing the Provost's calendar, coordinating travel, and serving as a liaison with various stakeholders within the university and beyond.
Higher Education
No H1B
U.S. Citizen Only
Responsibilities
Serve as primary manager of the Provost’s complex and dynamic calendar, balancing multiple competing priorities with frequent adjustments
Independently schedule, confirm, and reschedule meetings involving senior campus leadership (President, Vice Presidents, Deans, and Chancellor’s Office staff) and external partners
Exercise substantial judgment in prioritizing requests and maintaining an organized flow of information and commitments
Prepare comprehensive daily and weekly briefings for the Provost with all required meeting materials, logistics, and background information
Anticipate future scheduling needs and proactively resolve conflicts using diplomacy, sound judgment, and discretion
Coordinate and manage meetings, events, and Provost Office retreats hosted throughout the academic year, including logistics, agendas, invitations, catering, facilities coordination, and audiovisual arrangements
Serve as liaison and representative for the Provost in communications with university leadership, faculty, staff, students, and external constituents
Support office communications and correspondence, ensuring accuracy, professionalism, and confidentiality
Independently coordinate all travel arrangements for the Provost, including transportation, lodging, itineraries, registrations, and related logistics
Prepare, process, and reconcile travel authorizations and reimbursements using systems such as Concur and PeopleSoft
Ensure compliance with CSU and State of California travel policies and maintain organized records of travel activities and related expenses
Anticipate travel needs and maintain detailed itineraries and documentation for Provost and guest travelers
Facilitate efficient and cost-effective official travel for the Provost and visiting dignitaries, ensuring accuracy and timeliness of all required forms and reports
Provide confidential administrative and analytical support to the Provost and Chief of Staff, including drafting, editing, and reviewing correspondence, reports, and presentations
Maintain and organize both electronic and physical filing systems for the Provost’s Office to ensure security, accessibility, and compliance
Review and process HR and personnel documents, including faculty hiring, tenure, and promotion materials, for completeness and accuracy
Support campuswide initiatives and accreditation efforts (e.g., WSCUC/CSU), ensuring timely submission and coordination of materials
Assist in preparing materials for councils, committees, and special projects such as the Provost’s Council, Leadership Retreats, and Academic Affairs programs
Support implementation and use of campus systems such as DocuSign, Concur, and PeopleSoft
Provide lead direction to support staff and student assistants in the Provost’s Office
Establish work priorities, monitor task completion, and support professional development and training
Coordinate collaborative projects across Academic Affairs units to ensure efficiency and alignment with institutional priorities
Qualification
Required
Bachelor's degree and at least three years of consecutive, progressively responsible administrative experience, or an equivalent combination of education and five to seven years of related experience
Thorough knowledge of executive-level office management, administrative procedures, and CSU policies and practices
Demonstrated expertise in complex calendar management, high-volume scheduling, and comprehensive travel coordination
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with extensive Outlook calendaring experience
Excellent written and oral communication skills, including the ability to compose and proofread documents with accuracy and professionalism
Strong organizational, analytical, and interpersonal skills
Demonstrated ability to maintain confidentiality and exercise sound judgment on sensitive matters
Ability to manage multiple priorities and projects in a fast-paced environment with frequent interruptions and shifting deadlines
Ability to interact effectively and diplomatically with a diverse campus community and external partners
Preferred
Experience working in a university or higher education environment
Familiarity with SF State and CSU policies and procedures
Experience using Oracle/PeopleSoft HRMS, Financial Management System (FMS), Concur, and DocuSign
Experience coordinating executive-level meetings, retreats, and academic events
Demonstrated ability to anticipate needs and take initiative to improve office processes
Benefits
Medical
Dental
Vision
Pension
401k
Healthcare Savings Account
Life Insurance
Disability Insurance
Vacation and Sick Leave
State Holidays
Dynamic Fee Waiver program
Company
San Francisco State University
Welcome to San Francisco State University, your launchpad for the future. Everything is brighter here.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Issa Beatriz Palomata
Co-Founder of CREATE @ SF State
Robert Fernandez
Co-founder of the Latinos Unidos Lions Club of S.F
Recent News
2023-11-23
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