Executive Assistant to Senior Vice Provost and Accreditation Liaison Officer

Executive Assistant to Senior Vice Provost and Accreditation Liaison Officer Apply now Job no: 558017 Work type: Staff Location: San José Categories: Confidential, Administrative, Probationary, Full Time, On-site (work in-person at business location) The Executive Assistant to the Senior Vice Provost and Accreditation Liaison Officer provides high-level executive, operational, and strategic support across a broad and evolving portfolio within Academic Affairs. This position functions as a key partner in managing division-wide priorities that span faculty success, student success, institutional research and strategic analytics, undergraduate and graduate education, assessment, and accreditation. The Executive Assistant manages complex workflows, facilitates communication across multiple units and divisions, and ensures alignment of initiatives with institutional priorities and the university’s strategic plan. The incumbent operates with a high degree of autonomy, discretion, and judgment in handling sensitive and confidential matters, including personnel, labor relations, and executive communications. The Executive Assistant plays a critical role in advancing cross-functional initiatives by providing project management and operational oversight for division-wide efforts led by the Senior Vice Provost. This position regularly engages with senior leaders, deans, directors, and external partners, and is responsible for synthesizing information, supporting decision-making processes, and ensuring timely execution of priorities. The incumbent independently plans, prioritizes, and executes work that has broad impact across Academic Affairs and the university, serving as a liaison, problem-solver, and coordinator for complex initiatives that advance institutional effectiveness and institutional excellence. Key Responsibilities Serve as the primary liaison and executive support partner to the Senior Vice Provost, managing priorities across a broad Academic Affairs portfolio Coordinate complex scheduling, meetings, and workflows involving senior leadership, deans, and external partners Prepare and coordinate executive-level communications, including agendas, briefings, correspondence, and presentations Independently assess priorities, anticipate needs, and ensure timely execution of high-level initiatives Handle sensitive and confidential information with discretion, including personnel, labor relations, and executive matters Coordinate activities across units within the Senior Vice Provost’s portfolio, ensuring alignment of initiatives across Academic Affairs Facilitate communication and collaboration among colleges, departments, and administrative units Track progress of division-wide priorities and ensure timely follow-up on action items and deliverables Serve as a central point of contact for cross-functional initiatives, ensuring continuity and operational efficiency Support implementation of strategic priorities by coordinating logistics, timelines, and stakeholder engagement Coordinate planning and execution of division-level initiatives, meetings, and events Develop and maintain project timelines, task tracking systems, and communication plans Ensure alignment of project activities across multiple stakeholders and units Monitor project milestones and elevate issues as needed to support successful completion Provide logistical and operational support for initiatives related to faculty, student, and institutional priorities Coordinate dissemination of communications across the Senior Vice Provost’s portfolio to ensure consistency and clarity Draft, edit, and manage executive correspondence, reports, and communications Maintain web and digital platforms, ensuring accessibility (ADA compliance) and accuracy of information Oversee day-to-day administrative operations in coordination with Office of the Provost staff Manage budget tracking, purchasing, and resource coordination for the Senior Vice Provost’s office Knowledge, Skills & Abilities Demonstrated ability to manage complex executive-level operations in a dynamic, high-volume environment with competing priorities Ability to exercise independent judgment, discretion, and sound decision-making in handling sensitive and confidential matters Advanced ability to plan, prioritize, and coordinate work across multiple units and stakeholders, ensuring alignment with organizational goals Strong ability to facilitate communication and collaboration across diverse constituencies, including senior leadership, faculty, staff, and external partners Ability to anticipate needs, identify issues, and proactively develop solutions to support executive-level priorities Demonstrated skill in project coordination and workflow management, including tracking deliverables, timelines, and interdependencies Ability to interpret, apply, and communicate complex policies and procedures (state, federal, CSU, and university-level) Strong organizational and systems-thinking skills, with the ability to develop and improve administrative processes and operational workflows Excellent written and oral communication skills, including the ability to draft and edit executive-level correspondence and reports Ability to manage and synthesize large volumes of information and present information clearly and effectively for decision-making support Demonstrated ability to maintain effective working relationships and navigate complex organizational structures Ability to work independently under administrative direction, exercising initiative and accountability for outcomes Strong attention to detail and ability to perform accurately in a fast-paced environment Proficiency with office and collaboration technologies (e.g., Google Workspace, Microsoft Office, Adobe Acrobat) and ability to learn new systems as needed Knowledge of accessible communication practices and digital accessibility standards Required Qualifications Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position Four years of administrative work experience Preferred Qualifications Experience providing executive-level administrative or operational support to senior leaders in higher education or similarly complex organizations Demonstrated experience coordinating initiatives or projects that span multiple units, departments, or divisions Experience supporting executive communications, including preparation of briefings, reports, and high-level correspondence Familiarity with higher education structures, shared governance, and policies, particularly within academic affairs environments Experience developing or improving administrative processes, workflows, or systems to support organizational effectiveness Compensation Classification: Confidential Administrative Support III Anticipated Hiring Range: $7,800/month - $8,584/month CSU Salary Range: $5,357/month - $13,360/month 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. 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. #J-18808-Ljbffr