Assistant to the Associate Deans Administrative Analyst/Specialist Exempt I - Deans Office College of Science amp Engineering 511161

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Job Description
Description:
Working Title
Assistant to the Associate Deans
SF State
University
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 titleix.sfsu.edu for more information on SF State's 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 (415) 338-2032 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 University's 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
Dean's Office, College of Science & Engineering (CoSE)
Appointment Type
This is a one-year probationary position.
Time Base
Full Time (1.0)
Work Schedule
Monday through Friday; from 8:00am to 5:00pm
Anticipated Hiring Range
$4,595 to $5,500 per month ($55,140 to $66,000 annually)
Salary is commensurate with experience.
Position Summary
Provides administrative support as the CoSE Associate Deans' Assistant and schedules meetings for them. Assists CoSE Associate Deans with confidential tasks, projects and correspondence and prepares reports for Associate Deans as needed. Maintains and develops college website. Communicates information to college community as needed. Reports to CoSE Associate Dean for Academic Programs and Learning.
Position Information
Associate Deans' Assistant and Scheduler
Functions as gatekeeper for the Associate Deans. Evaluates and prioritizes all requests from faculty, staff, students and campus community members.
Maintains the Associate Deans' calendars. Has the ability to judge and prioritize meeting requests and to organize Deans' schedules appropriately. Maintains confidentiality of meetings and other arrangements as appropriate.
Works closely with the Associate Deans and facilitates communication between college administrators and the Associate Deans involving confidential issues.
Assists Associate Deans in coordinating with key stakeholders and college administrators in insuring that projects critical to the college mission are efficiently handled with a high degree of accuracy and professionalism.
Provides backup support for COSE Student Success Center during peak advising periods.
Prepares correspondence (memos and reports) as needed.
Safeguards the confidentiality of the Dean's Office by exercising discretion in communicating information to faculty members, staff, and students and the various groups served by the University and in handling administrative records, files, and other confidential items.
Collects data and prepares reports requested by the Associate Deans.
Identifies, researches and evaluates problems before presenting them to the Associate Deans.
Handles special projects and other duties as assigned in support of the Dean's Office.
Coordination of College Communication
Content management for College web site.
Keeps College web site current by communicating regularly with AOCs and other Dean's Office staff regarding department-office contacts, faculty advisors, student advising hours, application deadlines and other critical information needed by students, faculty and staff.
Assists Associate Deans and Dean in developing new web pages as needs arise.
Promotes a positive image of the College and University, responding to inquiries from the Campus Community (e.g., students, faculty, staff, and administrators) and off campus inquiries.
Leads, trains and evaluates the work of student assistants who assist with College communications. Schedules and assigns work to those student assistants.
Screens requests and distributes mass e-mails to all faculty/staff members on behalf of the Associate Deans after Associate Deans' review/authorization.
College Committee Support
Supports College-wide committees administered by the Associate Deans, including the Infrastructure Committee, the Scholarship Committee and the Advising Committee. Prepares agendas, attends and provides meeting notes/action items to the Associate Deans and committee members.
Responsible for composing and independently running College committee elections each semester and maintaining accurate committee membership lists. Provides the Associate Dean of Research and Faculty Development with suggestions/input for faculty committee nominees.
Is an active member of the Deans' Assistants' Monthly Meeting Group: Suggests items for discussion; disseminates information from meetings relevant to College/Department Staff and occasionally hosts meetings. Communicates with the group frequently on mutually relevant issues/concerns.
Other duties as assigned
Minimum Qualifications
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.
General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
Thorough knowledge of policies, procedures, practices and outside regulations pertaining to the applicable program and/or administrative specialty.
Basic knowledge of and ability to apply fundamental concepts.
Working knowledge of operational and fiscal analysis and techniques. Working knowledge of budget policies and procedures.
Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to
the program and/or administrative specialty to develop conclusions and make recommendations.
Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
Expertise in investigating and analyzing problems with a broad administrative impact and implications.
Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form. Ability to compile, write, and present reports related to program or administrative specialty.
Ability to organize and plan work and projects including handling multiple priorities. Ability to anticipate problems and address them proactively. Ability to make independent decisions and exercise sound judgment. Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
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 train others on new skills and procedures and provide lead work direction.
Preferred Qualifications
Master's degree and/or equivalent training and at least 5 years of relevant executive administrative support experience.
Knowledge of and familiarity with College programs, Chairs, faculty, staff and University policies and procedures and/or how to acquire additional information about them.
Knowledge of general higher education policies and procedures, ideally those specific to the CSU.
Experience with web site management (e.g. Drupal) and survey software (i.e., Qualtrics, SurveyMonkey).
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 Life's 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 University's commitment to attract, motivate and retain our employee.
Employment Requirement
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 ****and questions may be sent to ****
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
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.
The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.
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.
Closing Date/Time: Open until filled
Job Address
San Francisco
California
94132
United States
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