Confidential Assistant to the Provost/Vice President for Academic Affairs (Confidential Office Support II, Range II) - Office of the Provost

Job Description:

Confidential Assistant to the Provost/Vice President for Academic Affairs (Confidential Office Support II, Range II) - Office of the Provost

Description

**Hiring Preference given to SF State Applicants**

Working Title

Confidential Assistant to the Provost/Vice President for Academic Affairs

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

Office of the Provost

Appointment Type

This is a two-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday - Friday 8:00am - 5:00pm

Anticipated Hiring Range

$5, 417.00 - $5,834.00 Per Month ($65,004.00 - $70,008.00 Annually)

Salary is commensurate with experience.

Position Summary

The Confidential Assistant (CA) to the Provost provides high-level executive and confidential administrative support to the Provost and the Office of the Provost. Working closely with the Chief of Staff, the incumbent manages a broad range of complex operational, calendaring, travel, and event coordination responsibilities requiring independent judgment, discretion, and attention to detail. The CA ensures the efficient flow of activities and information within the Provost’s Office and between university divisions, the Chancellor’s Office, and external partners.

The CA is responsible for managing the Provost’s complex and dynamic calendar, coordinating high-volume travel, organizing meetings and retreats, and planning Provost Office events throughout the academic year. The position also prepares correspondence, reports, and presentations, and handles highly sensitive matters requiring professionalism and confidentiality. The CA may provide lead direction to other office staff and student assistants and serves as a key liaison representing the Provost’s Office to the campus community and external stakeholders.

Position Information

Executive Calendar and Office Operations

• Serve as primary manager of the Provost’s complex and dynamic calendar, balancing multiple

competing priorities with frequent adjustments.

• Independently schedule, confirm, and reschedule meetings involving senior campus leadership (President, Vice Presidents, Deans, and Chancellor’s Office staff) and external partners.

• Exercise substantial judgment in prioritizing requests and maintaining an organized flow of information and commitments.

• Prepare comprehensive daily and weekly briefings for the Provost with all required meeting

materials, logistics, and background information.

• Anticipate future scheduling needs and proactively resolve conflicts using diplomacy, sound judgment, and discretion.

• Coordinate and manage meetings, events, and Provost Office retreats hosted throughout the academic year, including logistics, agendas, invitations, catering, facilities coordination, and audiovisual arrangements.

• Serve as liaison and representative for the Provost in communications with university leadership, faculty, staff, students, and external constituents.

• Support office communications and correspondence, ensuring accuracy, professionalism, and confidentiality.

Travel Planning and Logistics

• Independently coordinate all travel arrangements for the Provost, including transportation, lodging, itineraries, registrations, and related logistics.

• Prepare, process, and reconcile travel authorizations and reimbursements using systems such as Concur and PeopleSoft.

• Ensure compliance with CSU and State of California travel policies and maintain organized records of travel activities and related expenses.

• Anticipate travel needs and maintain detailed itineraries and documentation for Provost and guest travelers.

• Facilitate efficient and cost-effective official travel for the Provost and visiting dignitaries, ensuring accuracy and timeliness of all required forms and reports.

Administrative Support and Project Coordination

• Provide confidential administrative and analytical support to the Provost and Chief of Staff, including drafting, editing, and reviewing correspondence, reports, and presentations.

• Maintain and organize both electronic and physical filing systems for the Provost’s Office to ensure security, accessibility, and compliance.

• Review and process HR and personnel documents, including faculty hiring, tenure, and promotion materials, for completeness and accuracy.

• Support campuswide initiatives and accreditation efforts (e.g., WSCUC/CSU), ensuring timely

submission and coordination of materials.

• Assist in preparing materials for councils, committees, and special projects such as the Provost’s Council, Leadership Retreats, and Academic Affairs programs.

• Support implementation and use of campus systems such as DocuSign, Concur, and PeopleSoft.

Lead Work and Team Coordination

• Provide lead direction to support staff and student assistants in the Provost’s Office.

• Establish work priorities, monitor task completion, and support professional development and training.

• Coordinate collaborative projects across Academic Affairs units to ensure efficiency and alignment with institutional priorities.

Administrator/ MPP/Confidential Position Description

Other Duties as Assigned

Minimum Qualifications

Education and Experience:

Bachelor’s degree and at least three years of consecutive, progressively responsible administrative experience, or an equivalent combination of education and five to seven years of related experience.

Knowledge, Skills, and Abilities:

• Thorough knowledge of executive-level office management, administrative procedures, and CSU policies and practices.

• Demonstrated expertise in complex calendar management, high-volume scheduling, and

comprehensive travel coordination.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with extensive Outlook calendaring experience.

• Excellent written and oral communication skills, including the ability to compose and proofread documents with accuracy and professionalism.

• Strong organizational, analytical, and interpersonal skills

• Demonstrated ability to maintain confidentiality and exercise sound judgment on sensitive matters.

• Ability to manage multiple priorities and projects in a fast-paced environment with frequent

interruptions and shifting deadlines.

• Ability to interact effectively and diplomatically with a diverse campus community and external partners.

Preferred Qualifications

• Experience working in a university or higher education environment.
• Familiarity with SF State and CSU policies and procedures.
• Experience using Oracle/PeopleSoft HRMS, Financial Management System (FMS), Concur, and DocuSign.
• Experience coordinating executive-level meetings, retreats, and academic events.
• Demonstrated ability to anticipate needs and take initiative to improve office processes.

Environmental/Physical/Special

• Occasional evening or weekend work required for events, retreats, or urgent matters.

• Occasional travel and schedule flexibility required.

• Must be able to lift and transport office or event materials (up to 25 lbs.).

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

**Hiring Preference given to SF State Applicants**

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. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/.

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: Dec 12 2025 Pacific Standard Time
Applications close: