Working Title: Executive Assistant
Classification Title: Administrative Analyst Specialties Exempt I
Priority Application Date (Posting will remain open until filled): Thursday, June 8th @ 11:55pm PST
Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.
This position is directly responsible to the Vice President for Student Affairs (VPSA), providing administrative and analytical support. Primary functions of this role include scheduling and calendar management, direct communication with staff and students, and project management. The incumbent is responsible for direct interaction with students, students’ families, upper-level campus administrators, community members, private and government officials, as well as staff in the Chancellor’s Office. As a part of these interactions, the incumbent will receive and disseminate sensitive information that must be treated with a significant level of judgement and discretion. Furthermore, this incumbent provides lead work direction to an ASC II and works collaboratively with staff throughout the division on multiple projects supporting division and university priorities and activities.
FLSA: Exempt (not eligible for overtime compensation)
Recruitment Type: Regular (Probationary)
Work Hours: 8am- 5pm, Hours may vary outside these times as needed
With more than 50 departments and programs, Student Affairs strives to provide comprehensive administrative services, academic support and a vibrant campus life experience for our students.
For more information, please visit: https://www.csus.edu/student-affairs/
Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
- Working knowledge of most common laws and policies regarding confidentiality and the ability to appropriately handle highly sensitive and confidential information.
- Effective interpersonal skills and the ability to interact productively with students and their families, people at all levels of the organization, high level legislative representatives, executives and representatives from external partners and the general public.
- Experience in appointment and meeting scheduling, with the ability to effectively manage time and priorities.
- Experience in travel and event planning, including purchasing and using excellent organizational and collaboration skills.
- Experience in workflow and/or project management with the ability to effectively organize, multitask, delegate, and timely and appropriate follow up.
- Ability to be flexible and adapt to rapidly changing priorities; ability to flex a work schedule to fit the specific needs of the VPSA (e.g. early evening work, occasional weekend work, and occasional travel if needed.)
- Ability to work in a fast-paced, sometimes high-pressure environment while simultaneously juggling multiple high priority tasks.
- Ability to work independently and as a member of a highly collegial and productive team.
- Ability to interpret policies, procedures, and other institutional campuses and summarize them and/or communicate them effectively to others in writing or verbally with tact and diligence.
- Ability to use standard office equipment (e.g. PC and laptop computers, color and laser printers, scanners, copiers, fax machine, multi-line phone system, voicemail, LCD projector).
- Proficiency in Microsoft Office software with advanced skills in Microsoft Word, Outlook, Excel, PowerPoint and Teams.
- Proficiency in proof-reading and researching information, on the internet or through other sources, and providing brief, executive level summaries when needed.
- Baccalaureate, associate degree, administration certificate or other equivalent credentials or experience.
- Five or more years’ experience working with a high-level administrator in an educational or similar setting or in a complex business environment.
- Direct experience and knowledge of working in an educational and/or university environment.
- Experience using PeopleSoft (Common Management System) Acrobat Sign, Zoom, Adobe, Concur (travel) and Visio (workflow processing).
Documents Needed to Apply
Failure to upload required documentation may result in disqualification.
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 United States. California State University, Sacramento is not a sponsoring agency for staff and management positions (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.