Working Title: Executive Assistant
Classification Title: Confidential Administrative Support III
Posting Details
Priority Application Deadline (Posting will remain open until filled): Thursday, January 2, 2025 @ 11:55pm PST
Position Summary
This position provides professional executive assistance, and is directly responsible and accountable to the Provost and Vice President for Academic Affairs (the largest and most complex campus division, consisting of 203 departments, with approximately 1,300 employees) and operates within the broad guidelines and established procedures, policies and regulations governing faculty, staff and administrators.
The Provost and Vice President is the University’s Chief Academic Officer, who reports directly to the President. The Provost works directly with other Vice Presidents in a collaborative approach to the general administration of the institution. This position provides administrative and analytical support to the Provost and is characterized by responsibilities for dealing with a cross-section of upper level campus administrative and academic administrators, community, and private officials, as well as members of the Office of the Chancellor, and will deal with confidential information that must be handled with a significant level of judgment as a result of possible impact on the campus community.
The position duties require the exercise of considerable initiative, independent judgment, diplomacy, discretion and knowledge of the effect of Academic Affairs on all aspects of the university. The incumbent handles administrative matters that are highly sensitive in nature, requiring access to a variety of sources of information, including information which directly relates to confidential and/ or sensitive progress reports of campus programs and projects, executive personnel matters, and official collective bargaining negotiations or strategies. The incumbent must exercise independent judgment to resolve unexpected or unprecedented situations. In the absence of the Provost, the incumbent determines a plan of action or referral path for problems and inquiries based on an understanding of the Provost's priorities and procedures.
Represents the Provost's office and the University in a professional manner through work standards, written and oral communications, personal image, attendance and productivity.
FLSA: Exempt (Not eligible for overtime compensation)
Anticipated Hiring Range: $5,357 per month - $8,450 per month, commensurate with the candidate's education, experience, skills, and training.
CSU Classification Salary Range: $5,357 per month - $13,360 per month
Best-in-class Benefits: Click here to learn more
CSU Total Compensation: Click here to learn more
Recruitment Type: Regular (Probationary)
Work Hours: Monday - Friday 8:00 am - 5:00 pm, and other hours as needed. Position works on-site.
Department Information
Academic Affairs provides leadership to the academic and educational activity of the University, including: the seven Academic Colleges, University Library, and the College of Continuing Education.
The Office of Academic Affairs remains focused on the major elements of Sacramento State's mission - access, diversity, quality, and the fullest university experience for our students.
Academic Affairs | Sacramento State
Minimum Qualifications
To enter this classification at position skill level I, the incumbent must have a basic foundation of knowledge of the principles of organization, administration and management; and the ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports. Some positions may require a basic knowledge of research techniques and statistical methods. This foundation would normally be obtained through a bachelor’s degree or professional training program specific to the position (e.g. Certified Public Accountant) and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.
Required Qualifications
Knowledge:
- Understanding of higher education administration and organizational structure
- Familiarity with academic policies and procedures
- Awareness of current trends and issues in higher education
Skills:
- Advanced proficiency in office software (e.g., Microsoft Office Suite, Adobe, Zoom)
- Excellent written and verbal communication skills
- Strong organizational and time management skills
- Proficient in scheduling and calendar management
- Ability to take accurate minutes and notes during meetings
- Skilled in preparing reports and presentations
- Competent in data analysis and interpretation
Abilities:
- Ability to maintain confidentiality and exercise discretion
- Capacity to work under pressure and meet deadlines
- Adaptability to changing priorities and workloads
- Strong interpersonal skills to interact with diverse groups (faculty, staff, students, external partners)
- Ability to multitask effectively, prioritize work, organize and facilitate multiple projects simultaneously.
- Capable of problem-solving and decision-making
- Attention to detail and accuracy
- Work as a team member and demonstrate leadership.
- Emotional intelligence and diplomacy in handling sensitive situations
- Interpret policies and procedures and communicate them effectively to others.
- Analyze procedural problems and develop, recommend and evaluate solutions.
- Work independently with little or no supervision.
Conditions of Employment:
Ability to pass a background check.
Preferred Qualifications
23. The skill set and maturity to represent the Office of the Provost.
24. Ability to learn web-editing programs (i.e., Dreamweaver, html) for converting documents to upload to web sites.
25. Creative problem solver.
26. Experience in appointment and meeting scheduling.
27. Extensive experience working with an executive management administrator.
28. Extensive experience and knowledge of working in an educational and/or university environment.
29. Demonstrated ability to exercise independent judgment to resolve unexpected or unprecedented situations.
Documents Needed to Apply (2)
Failure to upload required documentation may result in disqualification.
About Sacramento 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 is a Hispanic and AANAPISI serving institution with about 31,000 students coming not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1,800 faculty and 1,500 staff are committed to meeting our mission:
“As California’s capital university, we transform lives by preparing students to lead, serve, and succeed. Sacramento State will be a welcoming, caring, and inclusive leader in education, innovation, and engagement.” As the regional hub of higher education, Sacramento State is dedicated to learning and student success; teaching, research, scholarship and creative activity; justice, diversity, equity and inclusion; resource development and sustainability; dedicated community engagement, and wellness and 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.
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.
It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit https://www.csus.edu/administration-business-affairs/human-resources/benefits/reasonable-accomodation.html.
The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit https://www.csus.edu/administration-business-affairs/human-resources/learning-development/support/csu-learn.html.
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 (Clery 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 from the Office of Clery Compliance & Training by emailing clery@csus.edu.
Under the Clery Act, this position may be designated as a Campus Security Authority (CSA) depending upon the role on campus and/or job duties. If this position is identified by the Director of Clery Compliance & Training as a CSA position, you will be notified via email and will be assigned the appropriate training in CSU Learn.
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.
COVID19 Vaccination Policy
Effective May 2023, per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all California State University, Sacramento employees who are accessing office and campus facilities 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.
Out of State Employment
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.
Eligibility Verification
Candidate must furnish proof of eligibility to work in the U.S. California State University, Sacramento is not a sponsoring agency for staff and management positions (ie. H-1-B Visa).
Note to Applicants:
Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.