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Job Summary

San José State University’s Charles W. Davidson College of Engineering is an innovative, collaborative, and supportive environment that empowers employees to achieve professional and personal goals while contributing to the university’s student-centered mission. A member of the 23-campus California State university system, San José State University (SJSU) is situated in the entrepreneurial heart of Silicon Valley. The College of Engineering at San Jose State University comprises ten departments and independent programs which employs nearly 400 faculty and staff to support more than 7,000 local and international students. Committed to excellence and service, the expert staff of the College of Engineering frequently work with multiple external stakeholders and partners from across campus and other institutions. 

Reporting to the Dean in the College of Engineering, the Executive Assistant (EA) enhances the dean’s effectiveness by working with the dean to advance the college’s strategic plan. The EA provides information management support by drafting documents and memos; preparing reports and presentations; and collecting and analyzing information to advance the college’s Strategic Plan.  The EA conducts research and analyzes confidential information to support college personnel and student planning.  Additionally, the EA maintains dean’s schedule by planning and scheduling meetings, conferences, small to medium size events, and travel.  The EA performs duties independently to achieve specified outcomes and may represent the dean to others when appropriate.

This position advances strategic initiatives and ensures day-to-day business functions are aligned with the core values of diversity, equity, inclusion, and accessibility.

Key Responsibilities

• Leads special project assignments and research projects for the dean which advance the college’s Strategic Plan impact on the college, including researching and reporting on college student statistics and writing reports for VIP college endowment donors.
• Analyzes and prepares reports using data from the institutional effectiveness and analytics website to track strategic plan progress and to meet the needs of the dean and other constituents.
• Works closely with University Advancement’s Director of Development for the college on outreach and stewardship.
• Responsible for planning and designing, implementing and managing small to medium scale events led by the dean such as: External advisory board meetings, all college welcome back meetings, and corporate and peer institution visits on campus.
• Manages issues of a highly confidential and sensitive nature for the dean, on a regular basis.
• Monitors the dean’s incoming correspondence; determines the urgency level of a response and as appropriate develops and disseminates information on behalf of the dean which may include critical, confidential and/or sensitive information and situations.
• Screens drop-in visitors and phone calls (both internal and external) seeking to speak with the dean and determines how best to meet the needs of those individuals.
• Manages the dean’s calendar including scheduling one-on-one meetings; small and large meetings with internal and external entities.
• Prepares travel authorization and reimbursement requests on behalf of the dean.
• Manages the processes for: department chair elections and reviews; faculty reassignments; and college representatives on university committee elections.
• Provides materials support to the dean for charging department and college committees.  Including drafting timelines, identifying relevant senate policies, creation and implementation of balloting materials and draft recommendations for the dean based on election results.

Knowledge, Skills & Abilities

• Maintains effective working relationship with the dean and the dean’s office team to understand and carry out directives independently.
• Composes timely, accurate and appropriately formatted correspondence and reports.
• Prioritizes and balances a heavy workload with high level of productivity, proficiency and precision.
• Anticipates problems and addresses them proactively.
• Knowledge of English grammar, business writing, punctuation and spelling.
• Excellent oral and written communications skills.
• Maintains confidentiality and exercise mature judgment to appropriately handle sensitive communications with students, employees and external agencies.
• Investigates and analyzes problems with a broad administrative impact and implication.
• Maintains composure in high stress situations.
• Provides excellent customer service and manages public relations.
• Demonstrates expertise in Microsoft Office and Google suite software programs (word processing, spreadsheet, presentation, email, calendaring).
• Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups.
• Demonstrated ability to learn, adapt to, and apply artificial intelligence (AI) and other emerging technologies.

Required Qualifications

• Equivalent to a bachelor’s degree in a related field.
• Four years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.

Preferred Qualifications

• A bachelor’s degree and/or equivalent training.
• Experience providing high level administrative support.
• Excellent technical office skills – ability to develop presentation materials, create and analyze spreadsheets, merge data, and calendaring.
• Experience preparing high level written and electronic correspondence.

Compensation

Classification: Executive Assistant III
Anticipated Hiring Range: $6,927/month - $7,352/month (Step 10 – Step 13)
CSU Salary Range: $5,797/month - $8,445/month (Step 1 – Step 20)

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: May 8, 2026 through May 24, 2026. 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.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

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.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university 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). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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.