CSU Careers

CSU Job Listing Details

San Francisco
Job ID: 6064
Job Title:
Administrative Assistant to the Executive Director (AA/S - Exemp
Appointment Type:
Time Base:
Date Posted:
October 24, 2016
Closing Date:
Open until filled
Benefits Link:
CSUEU (Unit 2, 5, 7, 9)
Link to Apply Online:
Campus Employment Homepage:

Working Title
Administrative Assistant to the Executive Director

University Property Management

Appointment Type*
This is a one year probationary position.

Time Base*
Full-Time (1.0)

Work Schedule*
Monday - Friday; 8:00 a.m. to 5:00 p.m.

Anticipated Hiring Range*
$4,693.00 - $5,000.00 Per Month ($56,316.00 - $60,000.00 Annually)

Salary is commensurate with experience.

Position Summary*
Working in a team oriented environment, the incumbent will provide senior administrative support to the Executive Director (ED) for University Property Management (UPM). UPM is made up of several administrative units in support of the University mission: Student Housing Program; University Park Apartments, Conference Services, University Event Services, Logistics & Facilities, Fiscal Services, Planning & Personnel. The department has over 100 employees represented by three (3) collective bargaining contracts.

Reporting directly to the Executive Director, the Administrative Assistant provides executive support in a one-on-one working relationship. The Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office. The Administrative Assistant also serves as a liaison to the senior management teams within Physical Planning & Development, Administration & Finance and the campus community; organizes and coordinates outreach and external relations efforts; and oversees special projects. The Administrative Assistant must be creative and enjoy working within a collegiate environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Minimum Qualifications*
General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods normally obtained through 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.

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 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 use applicable information systems and applications in analysis, research, and reporting activities and projects.

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.

Preferred Qualifications
Equivalent to a Bachelor's degree

Five (5) years of executive level administrative support experience, preferably supporting senior managers.

Ability to handle complex scheduling requests for individual meetings or small and large committees/groups.

Must have ability to independently compose and articulate position papers that describe university needs and programs.

Must have ability to independently prepare graphical presentation from narrative text.

Must have working knowledge of PC systems. Willingness to learn numerous programs and train others.

Ability to manage multiple projects and prioritize appropriately.

Ability to work independently and relate effectively with diverse populations. Interpret policies and procedures to perform duties.

Create spreadsheets for data analysis; create charts and graphs to display data; create presentations; generate organizational charts; perform graphics and photo 'projects; perform desktop publishing.

Must possess excellent customer service and communication skills and the ability to develop strong and productive working relationships.

Must maintain confidentiality and demonstrate diplomacy working on sensitive situations and work in an environment of individuals from diverse backgrounds.

Knowledge of HR policies and processes.

Advanced knowledge of accounting and business statistics principles is very helpful for editing and verification purposes.

Real Estate/Property Management experience and knowledge of terms, processes and calculations of market transactions (Sales and Leases).

Understanding of insurance requirements and limitations regarding special events and conferences.

Awareness of Unions and/or Collective Bargaining environment and contractual procedures.
Awareness of procurement/contract processes and practices.

This position requires the incumbent to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information, and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.

Position requires the ability to carry a department provided mobile phone and answer calls during the work schedule.

Pre-Employment Requirements
This position requires the successful completion of a background check.

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 employees.

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

How To Apply
Submit an online application and upload in one file attachment your resume and cover letter (optional), describing your specific qualifications for each position. The online recruitment system will allow one file attachment for each submission.


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.

SF State is Equal Opportunity/Americans with Disabilities Act employer and has a strong commitment to the principles of diversity.

Application Deadline
Open Until Filled.

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.