Working Title: Executive Assistant & Presidential Aide
Classification Title: Presidential Aide
Priority Application Deadline: Wednesday March 22nd @11:55pm PST (Posting will remain open until filled)
Under the general direction of the Deputy Chief of Staff, the Executive Assistant/Presidential Aide performs a variety of functions in support of the daily and long-term administrative activities of the Office of the President. The Executive Assistant/Senior Presidential Aide leads high-level and sensitive complex scheduling and managing the President’s calendar. The incumbent serves as a liaison for the President with the internal and external stakeholders such as systemwide officials, university and community leaders, and other government/elected officials on scheduling needs.
The Executive Assistant/Presidential Aide manages administrative operations of the Office of the President; duties include but are not limited to managing the front desk operation to ensure sufficient staffing, managing and supervising student assistants, monitoring and tracking budget for respective areas of responsibilities, leads the administrative coordination of various meetings led by Deputy Chief of Staff and Chief of Staff and executive level meetings and performs other projects as needed. The incumbent must possess competence in independently applying judgment and nonstandard applications and systems, solving a wide range of problems, developing practicable and thorough solutions, and using effective communication and listening skills.
The Executive Assistant/Presidential Aide is a confidential employee status due to the nature of the activities of executive management with which the incumbent must deal daily, including the collective bargaining process and confidential correspondence on personnel and labor relations matter. This position requires awareness of the structure and functioning of the university to provide an efficient flow of information as a service to the visitors.
Recruitment Type: Regular
Work Hours: Monday to Friday, 8am to 5pm; nights and weekends as needed to maintain the President's calendar and/or schedule changes.
The Division of the President at California State University, Sacramento includes the Office of the President, University Communications,
University Initiatives, and Student Success, the Office of Institutional Research, Office of Public Affairs and Advocacy, and Hornet Athletics.
The Office of the President includes the presidential aide, the Chief of Staff, the Deputy Chief of Staff, the Director of Presidential Business Operations, and University Events. Those positions manage the operations of the Division and support
Knowledge and Abilities:
Thorough knowledge of modern equipment, office practices and procedures and business arithmetic, grammar, spelling, and punctuation. Thorough knowledge of principles and techniques of organization, administration and management as well as organizational structure, functions and activities of higher education.
Ability to manage multiple assignments; prioritize and set deadlines, complete projects on schedule; identify appropriate applications of a wide variety of complex written policies and procedures; apply a high degree of judgment, discretion and initiative in coordinating activities associated with the president's office such as meetings, projects, executive personnel searches; reply to inquiries; gather information, conduct research, and prepare reports, letters, and policy statements; handle highly confidential and sensitive matters; communicate with the president appropriately; use tact and good judgment in responding to requests for information and/or interpretation of policies or procedures; establish and maintain effective working relationships with high ranking campus administrators, community leaders, and the public; manage the president's appointment calendar; maintain the budget; coordinate and evaluate the work of clerical and/or secretarial personnel assigned to the president's office; and read and write at a level appropriate to the position.
Minimum Qualification Experience:
Five years of progressively responsible work experience as a secretary, executive secretary, or staff assistant which has demonstrated the knowledge and abilities listed above;
A combination of education and experience which demonstrates that the applicant has acquired the knowledge and abilities listed above.
1. Experience providing administrative support at an Executive level.
Knowledge, Skills, Abilities
2. Ability to work independently on complex problems and work assignments.
3. Ability to schedule and manage multiple calendars through Microsoft Outlook
4. Proficiency in using common business software applications (i.e., Microsoft Office Suite)
5. Ability to maintain confidentiality at all times.
6. Strong organizational and coordination skills.
7. Strong interpersonal skills with the ability to maintain effective working relationships and provide excellent customer service to all internal and external constituents.
8. Effective written and verbal communication skills.
9. Working knowledge of financial recordkeeping and procedures.
10. Ability to learn human resources process and procedures.
11. Ability to make high-level travel arrangements.
12. Ability to supervise and train student assistants on clerical responsibilities.
13. Ability to travel to and from various locations for purchasing needs or other work-related assignments.
14. Ability to work evenings and weekends as needed to maintain the President’s calendar and/or schedule changes.
15. Experience providing confidential support to a President’s Office in higher education or at an executive level.
Documents Needed to Apply
Resume and Cover Letter
About Sac State
Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State’s 31,000 students come not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1800 faculty and 1,500 staff are committed to meeting our mission: “As California’s capital university, we transform lives by preparing students for leadership, service, and success. Sacramento State will be a recognized leader in education, innovation, and engagement.” As the regional hub of higher education, Sac State is dedicated to student success, diversity, equity and inclusion, community engagement, philanthropy, and campus safety.
As evidenced by the values embedded in our Hornet Honor Code, Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued. Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.
To learn more about why you should join the Hornet Family, please visit the Why Sac State? page.
Background Check Disclaimer
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position. One variation of background check required could be a LiveScan screening, which involves submitting fingerprints at a certified LiveScan Service Center.
COVID-19 Vaccine Certification Information:
CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/
and questions may be sent to firstname.lastname@example.org
Out of State Employment Policy
Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.
As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
Equal Employment Opportunity
California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States.
Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification:
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the current Annual Security Report (ASR) is available for viewing at https://www.csus.edu/clery .
The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request at the Police Service Center located in the University Union.
Selected candidate must furnish proof of eligibility to work in the U.S.. California State University, Sacramento is a sponsoring agency (i.e. H-1-B Visa).
Note to Applicants:
Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.