Presidential Aide - Office of the President

**SFSU Internal Applicants Only**

Working Title

Presidential Aide

SF StateUniversity

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race religion color ancestry age disability genetic information gender gender identity gender expression marital status medical condition National origin sex sexual orientation covered veteran status or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF States policy prohibiting discrimination and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination Harassment and Retaliation Administrator by calling or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a designated position in the California State Universitys Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Office of the President

Appointment Type

This is a two-year probationary period.

Time Base

Full-Time (1.0)

Work Schedule

Monday through Friday; 8:00 am to 5:00 pm

Anticipated Hiring Range

$5417.00 - $6250.00 Per Month ($65004.00 - $75000.00 Annually)

Salary is commensurate with experience.

Position Summary

Reporting to the Chief of Staff this role provides support to the Chief of Staff and Office of the President at the administrative and clerical levels. The incumbent works closely with the Executive Assistant to the President at all levels and provides support and assistance through project collaboration to promote program success in the Office of the President. The responsibilities include: planning coordinating and supporting all Presidents office processes and assisting in all event coordination. The incumbent is expected to work effectively and collaboratively with frequent face to face interactions while prioritizing assignments to meet deadlines. The position requires a professional dependable and well-organized individual with initiative good judgment and excellent interpersonal skills. The incumbent must be capable of successfully interacting with a diverse population of administrators faculty staff and students.

This role supports in processing invoice payments makes travel arrangements and processes reimbursement orders supplies prepares and submits requisitions to create purchase orders and assists with events coordination including scheduling meetings with SF State staff and community addition the incumbent provides general office support and acts as a liaison between the Presidents Office and SFSU campus departments.

Position Information

Administrative Support

Support daily operations for the Office of the President.
Provide administrative support to the Chief of Staff Director of Communications & Government and Community Relations Liaison
Receives visitors telephone calls and correspondence directed to the presidents office and makes appropriate referrals.
Manage and coordinate events and projects including material preparation and distribution planning & scheduling of events & meetings conference calls with SF State staff and community members.
Managing correspondence.
Make travel arrangements including flights accommodations ground transportation and meeting schedules and process reimbursements.
Maintain daily weekly monthly and yearly calendar for the Chief of Staff Government and Community Relations Liaison
Review appointments and meetings with office staff on a daily basis and provide necessary materials and/or information in preparation.
Screen and process incoming telephone calls answer routine correspondence edit documents compile letters and reports and create schedules.
Assess office supply needs purchase supplies and process other requests as needed.

Bookkeeping support

Work in collaboration with other office staff to process travel purchase orders etc.
Prepare and submit requisitions to create purchase orders.
Review vendor agreements and contracts for completion and accuracy.
Process reconcile and submit invoice for payments by deadlines
Prepare monthly credit card reconciliation reports and ensure compliance to Universitys policies and procedures.
Complete expense reports as needed.

Other duties as assigned

Minimum Qualifications

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 judgement discretion and initiative in coordinating activities associated with the Presidents 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 judgement in responding to requests for information and/or interpretation of policies and procedures; establish and maintain effective working relationships with high ranking campus administrators community leaders and the public; manage the presidents appointment calendar; maintain the budget; coordinate and evaluate the work of clerical and/or secretarial personnel assigned to the presidents office; and read and write at a level appropriate to the position.

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;

or

A combination of education and experience which demonstrates that the applicant has acquired the knowledge and abilities listed above.

Preferred Qualifications

The ideal candidate will possess excellent customer service skills.
Prior experience in managing the operations of an office and providing administrative support
Ability to work relatively independently with general supervision.
Be open to receiving feedback and constructive criticism.
Possess excellent task management and organizational skills.
Possess excellent written and oral communications skills and attention to detail.
Possess strong problem solving skills.
Competency in the following computer programs: Microsoft Windows Word Excel and PowerPoint; Zoom and Teams
Strong phone and e-mail etiquette;
Outstanding customer service skills to meet the needs of students employers and SFSU staff;
Ability to develop and maintain effective professional relationships
Strong initiative and ability to work independently;
Ability to communicate effectively with a diverse student population.

Required/License/Certification

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21 2017 as a condition of employment.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Lifes Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues students and the customers we serve.

We offer a competitive compensation package that includes Medical Dental Vision Pension 401k Healthcare Savings Account Life Insurance Disability Insurance Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program all geared towards the Universitys commitment to attract motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants currently in bargaining units 2 5 7 and 9 are given hiring preference.

Additional Information

**SFSU Internal Applicants Only**

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework all work is expected to be performed in the state of California and this position is assigned to on-campus operations.

CSU strongly encourages faculty staff and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m. and can be reached at .

Please note that this position position requirements application deadline and/or any other component of this position is subject to change or cancellation at any time.