Administrative Assistant/Board Clerk (Administrative Analyst/Specialist - Exempt I) - University Corporation

Job Description:

Administrative Assistant/Board Clerk (Administrative Analyst/Specialist - Exempt I) - University Corporation

Description

Working Title

Administrative Assistant/Board Clerk

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

University Corporation

Appointment Type

This is a one-year probationary position

Time Base

Full-Time

Work Schedule

Monday through Friday; from 8:00 am to 5:00 pm

Anticipated Hiring Range

($5,431 - $6,032 Per Month) $ $65,172 - 72,384 Annually

Salary is commensurate with experience.

Position Summary

The administrative assistant and board clerk (AA) will have a duel reporting line to the Executive Director (ED) of University Corporation (UCorp) for coordination of the UCorp Board of Directors tasks and administrative support. Under the general direction of the ED of UCorp, the AA will serve as the administrative arm of the UCorp Board by providing clerical support by developing meeting agendas, scheduling, and preparing related meeting documents. The AA will also report to the HR Director for University Corporation for clerical and administrative tasks for the office and will be responsible for a wide variety of projects and activities.

Position Information

Board Clerk

• Serve as clerk of the board to the corporation’s board of directors.
• Develop meeting agendas for board and committee meetings.
• Prepare related documents for board packets.
• Develop resolutions for board action, including the drafting thereof.
• Oversee and implement conflict of interest program, implementation of public notice obligations for meetings, and board compliance obligations, including filings with the Secretary of State, Attorney General, Chancellor’s Office, and SF State.
• Attend all board and committee meetings, draft minutes, revise as needed and maintain related documents.
• Maintain board membership, including terms of office and public disclosures.
• Coordinate board nominations and confirmation process.

Executive Director Support

• Calendar management for the ED of UCorp.
• Plan, organize and set up all regular meetings, coordinate standing committees, ad hoc committees, retreats and other special meetings.
• Effectively communicate with high-level and diverse contacts within and outside of the CSU System.
• General office management and support.

University Corporation General Office Support

• Make meeting and event arrangements, and manage UCorp conference room and calendars.
• Maintain filing systems for the office, both hard files and computer files.
• Answer and direct emails and phone call on behalf of the department; opening and distributing mail, addressing in person inquiries, and occasional duties related to making deliveries to other offices on campus.
• Ordering office supplies
• Maintain onbase electronic filing system for the finance team. This includes coordinating with the Accounts Payable team to ensure accuracy of the files.

Other duties as assigned

Minimum Qualifications

• Entry to this classification 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.
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
• Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
• Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
• 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.
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.

Preferred Qualifications

• Experience with administrative support to a non-profit board of directors.
• Bachelor's Degree from an accredited University or equivalent.
• Demonstrated experience working at a University.
• 2-5 years of progressive administrative experience.

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.

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.

CSU strongly encourages 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 are encouraged 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 hrwww@sfsu.edu.

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.

Advertised: Oct 21 2024 Pacific Daylight Time
Applications close:

Closing Date/Time: