Executive Assistant & Operations CoordinatorInsideHigherEd • San Jose, California, United States

Executive Assistant & Operations Coordinator

InsideHigherEd • San Jose, California, United States

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Job no : 549770

Work type : Staff

Location : San José

Categories : Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

Job Summary

Under general supervision of the Senior Associate Vice President, the Executive Assistant and Operations Coordinator provides program leadership of a strategic nature through program or organizational unit planning activities and the analysis, development, and evaluation of highly complex programs with broad impact. Responsibilities may include overseeing day-to-day administrative operations and providing lead work direction to others.

The Maintenance & Operations of Facilities Development & Operations provides directory and coordinator services to the University campus spread across multiple sites comprised of +167 acres, 85 buildings, and more than six, million gross square feet.

Key Responsibilities

Under general direction, provides high-level administrative support to executives in a large and / or complex organizational unit with broad operational and strategic impact.
Required to manage and coordinate executive schedules, communications, and priorities, while assessing and evaluating the impact of decisions on departmental goals and operations.
Exercises independent judgment and discretion in handling sensitive and confidential matters on behalf of the executive.
Plays a key role in planning and facilitating executive meetings, retreats, and strategic initiatives, with influence over organizational workflows and priorities.
Independently determines methods for organizing, prioritizing, and executing tasks to support executive objectives and departmental performance.
Work is evaluated based on effectiveness in meeting goals, with full accountability for quality, timeliness, and confidentiality of deliverables.
Develops, recommends, and implements procedures for efficient workflow, applying sound judgment in areas not covered by established guidelines.
Prepares, edits, and distributes executive-level correspondence, presentations, and reports; serves as liaison with internal and external stakeholders.
Uses sound judgment and innovation to anticipate executive needs, resolve administrative challenges, and optimize the executive’s productivity.
Serves as the primary contact and representative of the executive’s office, managing relationships with internal departments, outside agencies, and the public, often dealing with highly sensitive or confidential matters.

Knowledge, Skills & Abilities

Ability to communicate effectively and professionally with a wide range of internal and external constituents, maintaining a respectful and service-oriented approach.

Ability to take initiative and independently plan, organize, coordinate, and perform assigned work in a fast-paced environment with numerous and diverse demands.

Ability to recognize and adapt to changing priorities, meet strict deadlines and goals, manage multiple assignments, and proactively resolve challenges to avoid disruption.

Ability to understand complex problems from a broad perspective, applying strategic thinking to develop practical and innovative solutions.

Ability to maintain confidentiality and use considerable judgment and discretion in handling sensitive information and high-level executive matters.

Ability to effectively present ideas and concepts in written and oral form, and use facilitation and consultative skills to gain consensus and influence decisions.

Ability to establish and maintain cooperative and productive working relationships within a diverse workforce and across various levels of the organization.

Ability to implement a constituent service mindset with high ethical standards and cultural competence in all aspects of work and communication.

Ability to organize and track records and data using both manual and computerized recordkeeping systems, and prepare accurate and timely reports.

Ability to initiate and foster a positive, team-oriented, and inclusive work atmosphere, supporting collaboration, accountability, and a culture of excellence.

Possession of a valid California Driver’s License is required at time of hire for the operation of any vehicle required for this position

Required Qualifications

A bachelor's degree and / or equivalent training

Six years of administrative work experience involving study, analysis, and / or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

License

A valid driver's license is required for this position. Out of state candidates selected for the position must obtain a State of California driver's license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations.

Once hired the employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.

Preferred Qualifications

Extensive and in-depth knowledge of and ability to apply expertise in the advanced theories, principles, methods and practices associated with the functional specialty, program, and / or organizational unit, including applicable internal policies and procedures and pertinent laws and regulations. Laws and regulations are highly complex and require substantial judgment and discretion in interpreting and applying them to the specialty or program area. Incumbents at this level often may have certification in a specialty area

Substantial and broad knowledge of public and private entities including their organizational and operating structures, internal systems, and functional areas, as well as the impact of critical external entities on an organization. Ability to integrate and apply this knowledge to anticipate problems and assess the impact of proposed solutions on various organizational areas

Extensive and in-depth knowledge in project management including research and analytical methodologies. Ability to interpret and integrate complex data and information to formulate appropriate courses of action which have broad and far-reaching impact

Ability to understand and analyze complex problems from a future-oriented and broad interactive perspective and readily develop proactive solutions that integrate strategic goals into tactical operations

Ability to effectively communicate with and influence high-level and diverse contacts inside and outside of the CSU system

Ability to effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus to achieve short- and long-term goals and objectives

Compensation

Classification : Administrative Analyst / Specialist; Exempt ll

Anticipated Hiring Range : $7,892 / month - $8,917 / month

CSU Salary Range : $94,704 / annual - $107,004 / annual

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents :

Resume

Letter of Interest

All applicants must apply within the specified application period : August 6, 2025 through August 21, 2025 . This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel

jobs@sjsu.edu

408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University 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 and comply with other safety measures established by each campus. The system wide policy can be found at https : / / calstate.policystat.com / policy / 9779821 / latest / and questions may be sent to jobs@sjsu.edu .

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. 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 CSU 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 university's 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 IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José 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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and / or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification :

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https : / / www.sjsu.edu / clery / docs / SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https : / / www.sjsu.edu / clery / docs / SJSU-Annual-Fire-Safety-Report.pdf . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu .

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity 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).

Advertised : August 06, 2025 (9 : 00 AM) Pacific Daylight Time

Applications close : Open until filled

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