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Confidential Executive Administrative Assistant

  • Full-Time
  • San Jose, CA
  • Student Union, Inc. Of SJSU
  • Posted 3 years ago – Accepting applications
Job Description
    JobID: 393

    Position Type:
    Full Time Staff
    Date Posted:
    4/7/2021
    Location:
    San Jose, CA
    Closing Date:
    04/30/2021
    Job Title: Confidential Executive Administrative Assistant
    Supervisor: Student Union, Executive Director
    Department: Student Union Administration
    Location: Diaz Compean Student Union
    Work Schedule: Monday through Friday, between 9:00 a.m. and 5:00 p.m. Holiday, night and weekend shifts may be required.
    Apply on line: https://www.applitrack.com/sjsu/onlineapp/JobPostings/view.asp?FromAdmin=true&AppliTrackJobId=393
    Application and attach the following documents:
    • Resume
    • Letter of Interest
    All applicants must apply within the specified application period: April 7, 2021 through April 30, 2021. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the Student Union, Inc.

    STUDENT UNION, INC.
    The Student Union, Inc. is 501(c)(3) nonprofit auxiliary that maintains three major facilities at San José State University in downtown San José, California. These facilities include the Diaz Compean Student Union Building, the Provident Credit Union Event Center, and the Spartan Recreation and Aquatic Center. The Student Union, Inc. functions as part of the Student Affairs Division on campus, and is governed by a Board of Directors made up of a student majority, faculty, and administrators.

    MISSION
    The Student Union, Inc. of San Jose State University supports the development, growth, and well being of students and the campus community by providing diverse programs, desired services, and quality facilities to enhance the collegiate experience.

    JOB SUMMARY
    Reporting to the Executive Director, and with limited supervision, the Confidential Executive Administrative Assistant serves as the primary point of contact and provides highly complex administrative office support for the office of the Executive Director and SU Administration Office. The Executive Assistant works independently to perform highly complex administrative and analytical functions of a highly sensitive and confidential nature requiring access to a variety of sources of information, including access to management strategies and plans, personnel matters, grievances, student union board of directors materials, progress reports of campus programs and projects, and other strategic, personnel, financial and labor relations related documentation.
    The incumbent serves as a key contact for communication within the corporation; oversees special projects from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion: maintains a realistic balance among multiple priorities; routinely interface with a wide variety of stakeholders including, SU student and full-time employees, SU and SJSU administration, alumni, community guests; serves as a key contact for communication within the corporation, across campus offices, with the Chancellor's Office and external constituents; and may provide operational and limited support to the Associate Vice President of Campus Life.
    The ideal candidate must possess strong oral and written communication skills, in addition to strong computer skills.

    KEY RESPONSIBILITIES
    • Regularly manage and coordinate sensitive administrative tasks, communications, and records of highly confidential and critical matters, including legal counsel, access to personnel issues, investigations, grievances, disciplinary proceedings, budgets, human resources, University strategic initiatives/projects, as well as other confidential matters that assists management's deliberative process as it relates to various constituent groups.
    • Act in a confidential capacity to the Executive Director.
    • Maintain/process confidential and/or sensitive Human Resources and labor relations issues.
    • Assists in the preparation of the Executive Director communication in sensitive matters including personnel issues, grievances, and disciplinary responses.
    • Assists in matters pertaining to performance reviews, complaints, disciplinary actions, and other personnel issues.
    • Manage and coordinate sensitive administrative tasks associated with personnel issues, University strategic initiatives/projects; SU Board of Directors agenda and minutes, Bylaws, Articles of Incorporation, Operating Agreement, CSU Audits (non-financial), and legal counsel and outside constituents/consultants for projects.
    • Respond to requests on behalf of the Executive Director.
    • Coordinate and expedite the completion of tasks required between the Executive Director and other campus departments, divisions and the President's Office.
    • Prepare, draft and edit correspondence, communications, presentations and other written documents, in addition to preparing digital presentations for the Executive Director and the SU Board of Directors.
    • Perform a wide variety of administrative tasks to relieve the Executive Director of routine matters; exercise a very high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities.
    • Follow up with SU administration on behalf of the Executive Director to ensure deadlines are met.
    • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
    • Adhere to California State University (CSU) Auxiliary Organization Compliance Guide, policies and procedures, including but limited to Auxiliary Organization Association (AOA) and SJSU Business Practices; CSU Policies and Procedures, CSU Title V., Executive Orders, and Education Code applicable rules and regulations.
    • Compose, proofread and edit confidential correspondence of a complex nature (reports, letters, campus wide emails, etc.) on behalf of the Executive Director.
    • Prepare and/or edit and distribute communications on behalf of the Executive Director
    • Manage SU, Inc. wide events (e.g. All Staff Training and Staff Holiday and Year End engagement events) from conceptualization through implementation. This includes planning and coordination of logistics and on-site support.
    KNOWLEDGE, SKILLS & ABILITIES
    • Ability to maintain strict confidentiality and appropriately handle sensitive communications with employees and external agencies.
    • Ability to quickly learn and respond to SJSU and AOA Business Practices and CSU Policies and Procedures for CSU Auxiliary Organization; CSU Title V., Executive Orders, and Education Code in compliance with applicable rules and regulations.
    • Ability to work professionally with representatives from public and private entities and handle potentially sensitive situations.
    • Thorough knowledge of English grammar, business writing, punctuation and spelling.
    • Expert level proficiency in Microsoft Office including word processing, spreadsheet, PowerPoint presentations, database management, and HTML formatting, desktop publishing, graphics, Internet and e-mail browser.
    • Demonstrated organizational, policy interpretation, coordination skills, and ability to organize and plan work and projects, including multiple priorities.
    • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
    • Ability to multi-task, working effectively in a fast-paced environment with frequent interruptions and make independent decisions and exercise sound judgment.
    • Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
    • Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
    • Ability to quickly learn and apply a variety of state, federal, CSU, SJSU, Student Union, Inc. policies and procedures.
    • Strong oral communication skills.
    • Must possess strong written communication skills, excellent customer service, public relations skills, and networking skills.
    • Experience with event planning.
    • Ability to work evenings and weekends when required.
    Required Qualifications:
    • Bachelor's degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
    • 5+ years of progressive professional administrative and/or executive experience in a collegiate environment.
    Preferred Qualifications:
    • Four-year degree
    • 5 years administrative and/or executive work experience in collegiate environment
    • Previous experience with a Board of Directors and non-profit organizations
    Status: Exempt, Grade 6 - 63,000/yr – 95,000/yr
    Hiring Range: $5,250/month - $7,917/month

    Additional Information:
    Satisfactory completion of a background check (including a criminal records check) is required for employment. Student Union at SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current SU, Inc. employee who was offered the position on a contingent basis.
    The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the Student Union third-party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

    SJSU NOR SU, INC ARE NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (E.g. H1-B VISAS)
    All Student Union at San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

    Equal Employment Statement
    Student Union at San Jose State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

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