Confidential Assistant to the ProvostVice President for Academic Affairs (Confidential Office Support II, Range II) Office of the Provost

**Hiring Preference given to SF State Applicants**

Working Title

Confidential Assistant to the Provost/Vice President for Academic Affairs

SF StateUniversity

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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 Provost

Appointment Type

This is a two-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday - Friday 8:00am - 5:00pm

Anticipated Hiring Range

$5 417.00 - $5834.00 Per Month ($65004.00 - $70008.00 Annually)

Salary is commensurate with experience.

Position Summary

Position Information

Executive Calendar and Office Operations

Serve as primary manager of the Provosts 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 Chancellors 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.

Travel Planning and Logistics

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.

Administrative Support and Project Coordination

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 Provosts 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 Provosts Council Leadership Retreats and Academic Affairs programs.

Support implementation and use of campus systems such as DocuSign Concur and PeopleSoft.

Lead Work and Team Coordination

Provide lead direction to support staff and student assistants in the Provosts 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.

Administrator/ MPP/Confidential Position Description

Other Duties as Assigned

Minimum Qualifications

Education and Experience:

Bachelors 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.

Knowledge Skills and Abilities:

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 Qualifications

Environmental/Physical/Special

Occasional evening or weekend work required for events retreats or urgent matters.

Occasional travel and schedule flexibility required.

Must be able to lift and transport office or event materials (up to 25 lbs.).

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

**Hiring Preference given to SF State Applicants**

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.