Dean's Assistant

California State University
San Francisco, CA Full Time
POSTED ON 8/17/2022 CLOSED ON 9/24/2022

Job Posting for Dean's Assistant at California State University

Working Title

Dean's Assistant

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 vpsaem@sfsu.edu.

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

College of Liberal and Creative Arts

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday - Friday 8:00 a.m. - 5:00 p.m.

Anticipated Hiring Range

$4,600.00 - $5,100.00 Per Month ($55,200.00 - $61,200.00 Annually)

Salary is commensurate with experience.

Position Summary

The College of Liberal and Creative Arts (LCA) Dean’s Assistant independently provides support to the Dean and Chief of Staff. Assists with confidential tasks, projects and correspondence and prepares reports as needed. Incumbent oversees the daily operations of the Dean’s office, manages the Dean’s calendar and assists with staff and T/TT faculty searches. Communicates information to college community as needed.

Position Information

Executive Support

  • Functions as gatekeeper for the Dean. Evaluates and prioritizes all requests from faculty, staff, students, and campus community members.
  • Maintains the Dean’s calendar. Has the ability to make judgments on and prioritize meeting requests, and to make sensible arrangements to Dean’s schedules. Maintains confidentiality of meetings and other arrangements as appropriate.
  • Plan, organize and set up all regular meetings, coordinate standing committees, retreats, and other special meetings.
  • Supports the Dean in maintaining communications with Development Staff and the University CommunicationsOffice.
  • Works closely with the Dean and facilitates communication between college administrators and the Dean involving confidential issues.
  • Assists Dean 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.
  • Handles emerging tasks as identified by the Dean and Chief of Staff and delegates as appropriate.
  • Coordinate T/TT faculty searches from initial requests to search completion on behalf of the College office with departments and Faculty Affairs.
  • Draft search related departmental correspondences and documents.
  • May make travel arrangements and assist with processing reimbursement paperwork for T/TT faculty searches.
  • Effectively communicate with high-level and diverse contacts within and outside of the CSU System.
  • Assist Chief of Staff/Personnel with recruitment and emergency hires.
  • Work with Chief of Staff to analyze and address needs and potential problems for staffing within the College of LCA and develop solutions.
  • Serve as backup timekeeper for College of LCA
  • In consultation with Chief of Staff, write staff position descriptions for recruitment.

Dean’s Office Management

  • Supports the daily operations of the Dean’s office.
  • Serves as Office Manager and manages college front office staff and student assistants and oversees front office operations.
  • Train, schedule and assigns work to student assistants.
  • Responds to telephone, email, and in-person inquiries, and when needed, refers students, faculty, and staff to other people, offices, and resources.
  • Has recurring contact with members of the campus community (administrators, faculty, staff, and students), visitors to the campus and provides oversight of staff responsible for scheduling the Dean’s meetings.
  • Manages the general email account of the College and responds to or refers inquiries to appropriate offices/individuals.
  • 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.

Minimum Qualifications

Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be 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.

  • 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.
  • Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
  • Working knowledge of operational and fiscal analysis and techniques.
  • Ability to take initiative and independently plan, organize, coordinate, and perform work in various
    situations where numerous and diverse demands are involved.
  • 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 anticipate problems and address them proactively.
  • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
  • Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

  • Two years of experience providing high-level administrative support to a large, complex department or organization.
  • Knowledge of programs, policies, procedures, faculty, and staff within the College of Liberal & Creative Arts.
  • Proficiency with Microsoft Word, Excel, PowerPoint, and HRMS, Concur, PageUp
  • Ability to investigate and analyze problems and propose and implement solutions that complies with university policies.
  • Ability to work with a diverse group of students, faculty, and staff.

This position is responsible for having knowledge of University regulations including:

  • University RTP policies and procedures particularly the procedures and deadlines
  • University faculty recruitment process
  • University, college and department committee nomination and election process
  • University purchasing policies
  • University fiscal policies

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 https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu.

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.

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