Executive Assistant to the Vice Provost

Job Summary

Reporting to the Vice Provost for Academic Innovation, the

Executive Assistant functions as a strategic administrative partner

to the Vice Provost and serves as the primary coordinator for

executive communications, project management, information

management, and executive operations for the Academic Innovation

unit. Working under general supervision, the incumbent is

responsible for calendar management, coordinating complex

schedules, supporting strategic initiatives, and overseeing

executive-level meetings and events.

The Executive Assistant also serves as a key liaison between the

Vice Provost, Academic Innovation program managers, university

leadership, faculty, staff, students, and community partners. The

incumbent exercises discretion and independent judgment in handling

confidential matters, coordinating administrative operations,

supporting budget and procurement activities, and assisting with

personnel, facilities, and operational processes that support the

efficient functioning of the Academic Innovation unit.

Key Responsibilities

• Serve as the primary point of contact for the Vice Provost and

manage communications and information flow with internal and

external stakeholders

• Independently manage and prioritize the Vice Provost's

calendar, appointments, meetings, travel, and commitments

• Coordinate and direct requests to the Vice Provost's Office and

determine appropriate routing and follow-up

• Draft, edit, and coordinate executive correspondence, reports,

presentations, agendas, briefing materials, and executive

communications

• Monitor incoming communications and exercise judgment to

determine urgency, priority, and the appropriate response.

• Prepare meeting materials and track action items to ensure

timely completion

• Utilize campus’s Google Drive to maintain executive files,

records, and document tracking systems

• Serve as liaison between the Vice Provost and Academic

Innovation program managers, campus leadership, faculty, staff,

students, and external partners

• Coordinate special projects and initiatives assigned by the

Vice Provost

• Develop and maintain project timelines, status reports,

tracking tools, and project documentation

• Conduct research, gather data, and prepare reports,

presentations, and briefing materials

• Collaborate with Academic Innovation program managers and

campus partners to support implementation of initiatives and ensure

alignment with unit priorities

• Support committees, task forces, advisory groups, and working

groups chaired by or involving the Vice Provost

• Advises the Vice Provost and, as appropriate, others within the

unit on CSU and SJSU policies and procedures for budget

administration

• Develops and administers the budget in collaboration with

Academic Business and Strategic Operations (ABSO)

• Provide administrative coordination for unit budget tracking,

procurement, and travel transactions, ensuring compliance with CSU

and campus policies and required timelines

• Coordinate meetings, retreats, workshops, recognition events,

and other Academic Innovation events

• Coordinate logistics including facilities reservations,

catering, travel arrangements, technology support, and event

materials

• Serve as liaison with Academic Business & Strategic

Operations (ABSO), University Personnel, Facilities Development and

Operations (FD&O), Information Technology (IT), and other

campus service units regarding matters affecting Academic

Innovation operations

• Intakes and tracks all documents that require review and

approval by the Vice Provost or others in the unit; ensures

completeness of documents requiring approval or signature

• Provide lead work direction and training to student assistants,

as needed

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and

respectful manner

• Excellent oral and written communication skills, including the

ability to prepare timely, accurate, and appropriately formatted

correspondence, reports, presentations, and other communications

for diverse internal and external constituencies

• Working knowledge of executive-level administrative practices

and project management principles

• Strong organizational, planning, and project coordination

skills, with the ability to independently prioritize, manage

multiple competing demands, balance a heavy workload, and maintain

a high level of productivity, accuracy, and attention to

detail

• Ability to take initiative, anticipate issues, and proactively

develop and implement solutions in a dynamic and fast-paced

environment

• Knowledge of research, policy and program development, and

evaluation methods, including the ability to collect, analyze,

interpret, and present data to develop sound conclusions and

recommendations

• Ability to investigate, analyze, and resolve complex

administrative and operational issues with broad organizational

impact

• Ability to make sound, logical, and timely decisions in complex

situations where precedent may not exist

• Ability to provide lead work direction, training, and guidance

to student assistants

• Proficiency in Google Workspace, Microsoft Office, PeopleSoft,

DocuSign, and related business applications

• General awareness of emerging technologies, including

artificial intelligence (AI), and a willingness to develop skills

in their appropriate, responsible, and ethical use in a higher

education environment, consistent with institutional policies and

practices

Required Qualifications

• Equivalent to a bachelor's degree in a related field
• Two 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

• Bachelor's degree or equivalent combination of education and

experience

• Experience providing executive-level administrative

support

• Experience supporting budgets, procurement, travel, and

personnel processes

• Experience coordinating projects, events, and special

initiatives

• Experience working within the CSU system or a public higher

education environment

• Experience supervising or providing lead work direction to

student assistants

• Experience preparing executive communications, presentations,

websites, newsletters, or reports

Compensation

Classification: Executive Assistant II

Anticipated Hiring Range: $6,303/month - $6,960/month (Step 10 –

Step 15)

CSU Salary Range: $5,274/month - $7,684/month (Step 1 – Step

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

July 7, 2026 through July 23, 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

People and Culture

jobs@sjsu.edu

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.

Advertised: July 07, 2026 (9:00 AM) Pacific Daylight

Time

Applications close