Communications Specialist/Executive Assistant to the Dean

Job Description:

Communications Specialist/Executive Assistant to the Dean

Description

Working Title: Communications Specialist/ Executive Assistant to the Dean

Classification Title: Administrative Analyst/Specialist - Exempt I

Posting Details

Priority Application Date (Posting will remain open until filled): Sunday, December 1, 2024 @ 11:55pm PT

Hiring Preference


Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.

Position Summary

This position provides a wide variety of professional support to the Dean of the College of Engineering and Computer Science (ECS). Assignments are received from, carried out for, and reported to the Dean.

This position is responsible for managing the day-to-day communications, organization, and activities of the Dean’s Office. This is a professional position requiring extensive experience with public relations, higher education settings, business and other professional organizations with exceptional analytical and communication skills. This position also supports the Dean at events and during activities on and off campus as required in support of undergraduate and graduate programs; advises the Dean, providing extensive professional assistance, project management, and recommendations on College issues; and performs highly responsible and independent management work covering a broad range of college activities in consultation with the Dean and other College administrators and directors.

Responsibilities may include drafting and revising materials for presentation, drafting and/or reviewing reports and correspondence; following up on issues and activities; compiling and organizing information; coordinating Advisory Board meetings, Dean’s-level committees, staff meetings, and professional development activities. Incumbent may provide lead work direction and supervise student assistant(s).

FLSA: Exempt (Not eligible for overtime compensation)

Anticipated Hiring Range: $ 4,600.00 - $ 5,600.00 per month, commensurate with candidate's education, experience, skills, and training

CSU Classification Salary Range: $ 4,598.00 - $ 8,318.00 per month

Best-in-class Benefits: Click here to learn more

CSU Total Compensation: Click here to learn more

Salary Grade/Range: 2

Recruitment Type: Regular (Probationary)

Time Base: Full-Time

Pay Plan: 12 months

Work Hours: Monday - Friday, 8:00am - 5:00pm. Occasional weekends for campus events.

Department Information

The College of Engineering and Computer Science is dedicated to providing high quality education that will transform students into professionals capable of contributing to the advancement of technological knowledge, progress, well-being and sustainable growth of our Capital region and the State of California. The mission of the College of Engineering and Computer Science is to focused heavily on producing career-ready engineering, computer science and construction management professionals who possess the critical thinking skills, creativity, communication skills and the problem solving abilities necessary to make an immediate and lasting contribution to their profession. Our sixty-eight full-time faculty members earned their degrees at some of the nation’s best universities. They are dedicated to personally educating and training young people, and share a practical, design-oriented philosophy which encourages independent thinking and problem solving. The academic programs prepare our 4,000 students for both professional practice and advanced study in their chosen disciplines.

For more information, please visit: http://www.ecs.csus.edu/

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.

Required Qualifications

Demonstrated ability to maintain a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community, and represent the College and University in a professional manner. Experience with external relations and communications. Effective written and oral communication and interpersonal communication skills Ability to effectively produce clear and concise documents, reports utilizing charts, graphs, and tables for both internal and external communications, letters and other correspondence Excellent proofreading skills and attention to detail. Experience and proficiency with all standard Office software (Work, Excel, PowerPoint, Outlook) and Internet applications, as well as media and communication software Experience with a variety of outreach strategies including website management, social media, and brand management. Critical thinking skills to make recommendations in office/ campus operational policies and procedures. Analytical skills to participate in short-term and long-term strategic planning for the Dean’s Office, including assessment of communication and infrastructure needs of the office. Ability to provide basic training and direction to others, as needed, such as office student assistants. Ability to interact and work collaboratively across functions, levels and departments toward shared objectives with discretion, tact, diplomacy, creativity, initiative and confidentiality Ability to providing administrative support at an executive level; strong managerial ability and customer service principles and practices Ability to plan and execute meetings or events and assist other units within the college, as needed. Experience with partnership cultivation, stewardship, and networking. Ability to manage and maintain calendars accurately, scheduling meetings for Dean and campus community members. Experience managing and maintaining electronic records and contact lists Ability to adapt to change and learn new applications. Demonstrated ability to maintain confidentiality, and exercise superior discretion, judgment, tact, diplomacy, creativity and initiative. Demonstrated ability to work independently as well as with others, problem solve, as needed, exercise good judgement and decision-making, and manage time effectively in a complex organization. Availability for occasional weekends and evenings, as events or projects require.
Conditions of Employment:

• Ability to pass background check.
• Must be available for occasional weekends and evenings, as events or projects require.

Preferred Qualifications

At least 3 years of executive assistant experience. At least 3 years of event planning and or outreach. Creative thinking and an entrepreneurial, solutions-oriented mindset. Experience with public relations and brand management. Experience leading staff and delegating tasks. Ability to adapt to change and learn new applications. Familiarity or ability to learn and use the Advance database and create contact reports Knowledge of and experience working within University policies and procedures.

Documents Needed to Apply

• Resume
• Cover Letter
• Samples of communications materials you've produced

Failure to upload required documentation may result in disqualification.

About Sac State

Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State’s 31,000 students come not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1800 faculty and 1,500 staff are committed to meeting our mission: “ As California’s capital university, we transform lives by preparing students for leadership, service, and success. Sacramento State will be a recognized leader in education, innovation, and engagement. ” As the regional hub of higher education, Sac State is dedicated to student success , diversity, equity and inclusion , community engagement , philanthropy , and campus safety .

As evidenced by the values embedded in our Hornet Honor Code , Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued. Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.

To learn more about why you should join the Hornet Family, please visit the Why Sac State ? page.

Background Check Disclaimer

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position. One variation of background check required could be a LiveScan screening, which involves submitting fingerprints at a certified LiveScan Service Center.

COVID-19 Vaccine Certification Information:

Per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all California State University, Sacramento employees who are accessing office and campus facilities 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.

Out of State Employment Policy

Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Equal Employment Opportunity

California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States.

It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit https://www.csus.edu/administration-business-affairs/human-resources/benefits/reasonable-accomodation.html

The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit https://www.csus.edu/administration-business-affairs/human-resources/learning-development/csu-learn.html .

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the current Annual Security Report (ASR) is available for viewing at https://www.csus.edu/clery .
The ASR contains the current security and safety-related policy statements, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request at the Police Service Center located in the University Union.

Eligibility Verification

Selected c andidate must furnish proof of eligibility to work in the United States. California State University, Sacramento is not a sponsoring agency for staff and management positions ( i.e . H-1-B Visa).

Note to Applicants:

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.

Advertised: Nov 12 2024 Pacific Standard Time
Applications close:

Closing Date/Time: