Confidential Assistant to the ProvostVice President for Academic Affairs (Confidential Office Support II, Range II) Office of the Provost at Office of the Provost

**Hiring Preference given to SF State Applicants**Working TitleConfidential Assistant to the Provost/Vice President for Academic AffairsSF StateUniversitySan 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 for more information on SF States 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 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 Universitys 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.DepartmentOffice of the ProvostAppointment TypeThis is a two-year probationary position.Time BaseFull-Time (1.0)Work ScheduleMonday - Friday 8:00am - 5:00pmAnticipated Hiring Range$5 417.00 - $5834.00 Per Month ($65004.00 - $70008.00 Annually)Salary is commensurate with experience.Position SummaryThe Confidential Assistant (CA) to the Provost provides high-level executive and confidential administrative support to the Provost and the Office of the Provost. Working closely with the Chief of Staff the incumbent manages a broad range of complex operational calendaring travel and event coordination responsibilities requiring independent judgment discretion and attention to detail. The CA ensures the efficient flow of activities and information within the Provosts Office and between university divisions the Chancellors Office and external partners.The CA is responsible for managing the Provosts complex and dynamic calendar coordinating high-volume travel organizing meetings and retreats and planning Provost Office events throughout the academic year. The position also prepares correspondence reports and presentations and handles highly sensitive matters requiring professionalism and confidentiality. The CA may provide lead direction to other office staff and student assistants and serves as a key liaison representing the Provosts Office to the campus community and external stakeholders.Position InformationExecutive Calendar and Office Operations Serve as primary manager of the Provosts complex and dynamic calendar balancing multiplecompeting priorities with frequent adjustments. Independently schedule confirm and reschedule meetings involving senior campus leadership (President Vice Presidents Deans and Chancellors Office staff) and external partners. Exercise substantial judgment in prioritizing requests and maintaining an organized flow of information and commitments. Prepare comprehensive daily and weekly briefings for the Provost with all required meetingmaterials logistics and background information. Anticipate future scheduling needs and proactively resolve conflicts using diplomacy sound judgment and discretion. Coordinate and manage meetings events and Provost Office retreats hosted throughout the academic year including logistics agendas invitations catering facilities coordination and audiovisual arrangements. Serve as liaison and representative for the Provost in communications with university leadership faculty staff students and external constituents. Support office communications and correspondence ensuring accuracy professionalism and confidentiality.Travel Planning and Logistics Independently coordinate all travel arrangements for the Provost including transportation lodging itineraries registrations and related logistics. Prepare process and reconcile travel authorizations and reimbursements using systems such as Concur and PeopleSoft. Ensure compliance with CSU and State of California travel policies and maintain organized records of travel activities and related expenses. Anticipate travel needs and maintain detailed itineraries and documentation for Provost and guest travelers. Facilitate efficient and cost-effective official travel for the Provost and visiting dignitaries ensuring accuracy and timeliness of all required forms and reports.Administrative Support and Project Coordination Provide confidential administrative and analytical support to the Provost and Chief of Staff including drafting editing and reviewing correspondence reports and presentations. Maintain and organize both electronic and physical filing systems for the Provosts Office to ensure security accessibility and compliance. Review and process HR and personnel documents including faculty hiring tenure and promotion materials for completeness and accuracy. Support campuswide initiatives and accreditation efforts (e.g. WSCUC/CSU) ensuring timelysubmission and coordination of materials. Assist in preparing materials for councils committees and special projects such as the Provosts Council Leadership Retreats and Academic Affairs programs. Support implementation and use of campus systems such as DocuSign Concur and PeopleSoft.Lead Work and Team Coordination Provide lead direction to support staff and student assistants in the Provosts Office. Establish work priorities monitor task completion and support professional development and training. Coordinate collaborative projects across Academic Affairs units to ensure efficiency and alignment with institutional priorities.Administrator/ MPP/Confidential Position DescriptionOther Duties as AssignedMinimum QualificationsEducation and Experience:Bachelors degree and at least three years of consecutive progressively responsible administrative experience or an equivalent combination of education and five to seven years of related experience.Knowledge Skills and Abilities: Thorough knowledge of executive-level office management administrative procedures and CSU policies and practices. Demonstrated expertise in complex calendar management high-volume scheduling andcomprehensive travel coordination. Advanced proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) with extensive Outlook calendaring experience. Excellent written and oral communication skills including the ability to compose and proofread documents with accuracy and professionalism. Strong organizational analytical and interpersonal skills Demonstrated ability to maintain confidentiality and exercise sound judgment on sensitive matters. Ability to manage multiple priorities and projects in a fast-paced environment with frequentinterruptions and shifting deadlines. Ability to interact effectively and diplomatically with a diverse campus community and external partners.Preferred QualificationsExperience working in a university or higher education environment.Familiarity with SF State and CSU policies and procedures.Experience using Oracle/PeopleSoft HRMS Financial Management System (FMS) Concur and DocuSign.Experience coordinating executive-level meetings retreats and academic events.Demonstrated ability to anticipate needs and take initiative to improve office processes.Environmental/Physical/Special Occasional evening or weekend work required for events retreats or urgent matters. Occasional travel and schedule flexibility required. Must be able to lift and transport office or event materials (up to 25 lbs.).Pre-Employment RequirementsThis position requires the successful completion of a background check.Eligibility to WorkApplicants 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.BenefitsThreaded through our Total Compensation package is a commitment to Bridging Lifes 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 Universitys commitment to attract motivate and retain our employee.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**Hiring Preference given to SF State Applicants**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.CSU strongly encourages faculty staff and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m. and can be reached at .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.Required Experience:IC Key Skills Digital Marketing,Information Systems,F&B,Biomedical,Air Conditioning Employment Type : Full-Time Experience: years Vacancy: 1 Yearly Salary Salary: 65004 - 70008