Job Title:Job ID:Location: Full/Part Time:Department Name Salary and Benefits here or by request from SSU Human Resources.
Application Deadline Conditions of Employment Responsibilities
This position serves as the primary administrative support person for the Provost and provides general office management for the Office of the Provost. The full range of work activities includes, but is not limited to:
Facilitate the efficient utilization of the Provost's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and university and community functions with individuals and groups Coordinate all documentation, scheduling, and arrangements involving the Provost's travel, and maintain organized records Draft, edit and prepare confidential and sensitive correspondence Ensure the Provost is prepared for scheduled meetings by assembling relevant documents, and information; brief the Provost on meetings with enough advance notice to ensure adequate preparation, prepare agendas and other meeting materials, set up conference calls, etc. Prepare documents, presentations and reports on behalf of the Provost; provide information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in understandable formats Serve as the initial contact for internal and external stakeholders for the Provost Manage incoming emails, phone calls, correspondence and other matters for urgency; judge the urgency to respond, prioritize and determine appropriate next steps Communicate on behalf of, and serve as a liaison for, the Provost with other vice presidents, the President, and other internal and external stakeholders; gather background information or research key policy/program matters for use by the Provost; evaluate priorities and disseminate information from the Provost; initiate and compose correspondence individually and on behalf of the Provost; manage and update contact information for various distribution lists Work with Cabinet members and their staff on critical and confidential matters and keep them apprised of critical issues Review and proofread documents requiring the Provost's signature; monitor due dates and completion of pending matters; overseeing the 'signature file' and ensuring timely turnaround of campus documentation Serve as the Provost's designee on various committees, attending meetings as appropriate, preparing agendas for committees and taking minutes as necessary; Provide work direction and guidance to other administrative employees within the office; provide recommendations on employee staffing issues; determine training needs; Oversee the coordination of special events and receptions put on by the Provost and the Division of Academic Affairs, and work with the President's office to coordinate university events or special projects of a limited duration when needed Monitoring Provost's Office budget activities; reconciling against financial reports and processing accounts payable, employee reimbursement, and travel related forms; making purchases and participating in the campus ProCard program as a card holder; compiling data and reports from the Oracle/PeopleSoft HR, Student Records systems and the Common Financial System
Incumbent will performs other duties as assigned.
Duties are primarily performed in an office setting in the Provost's Office on Sonoma State University Campus. Additional duties may be performed around campus to support programs or events. Normal hours of work will align with campus business hours Monday through Friday. Over time, evening and weekend hours may be required to meet the operational needs of the Office of the Provost. This position may require occasional travel, by automobile or airplane, and overnight stay to training and meetings off campus. This position will require the ability to be in front of a computer for extended periods of time and may require data entry into a computer for up to six (6) hours a day.
Additionally, the following knowledge, skills and abilities are required to perform duties of this position: Thorough knowledge of office methods, procedures, and practices, and the principals of office management, planning, organizational structure and directing personnel Working knowledge of Oracle/PeopleSoft and CSU System wide Common Financial System (CFS) systems including Student Records, Workforce Administration and Reporting Tools (Query), or the ability to quickly gain this knowledge
General knowledge of CSU and campus policies and procedures, applicable University infrastructure and organizations, or the ability to quickly obtain this knowledge General knowledge of budget and fiscal management policies, procedures, and practices Basic knowledge of methods and procedures for research and statistical analysis Fluency with the use of standard office equipment (computers, copiers, phones, fax) and computer software such as Microsoft Word, Excel, Outlook, and PowerPoint, and database management Mastery of English grammar, punctuation, and spelling Demonstrated competence in independently applying judgment and ability to develop practical and thorough solutions to nonstandard sometimes complex types of situations Strong analytical and problem solving skills, to collect, compile and interpret data to make appropriate recommendations Excellent organizational skills, with attention to details, to handle heavy workload and multiple projects with frequent interruptions and schedule changes Excellent interpersonal skills to maintain cooperative working relationships and work inclusively with a diverse body of constituents including management, students, faculty, staff and the community Ability to learn, interpret, follow, and apply a wide variety standard of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty Ability to compile, analyze and interpret data and prepare clear, accurate reports Ability to effectively present standard and complex information to members of the campus community and public Ability to handle confidential and sensitive information with tact, discretion, and diplomacy Ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds Ability to accept constructive feedback Ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit
Qualification Note Application Process Apply Now' to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered: 1. Cover Letter (attach as first page of resume) 2. Resume 3. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
Conflict of Interest: The duties of this position may include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate may be required to file Conflict of Interest Form 700: Statement of Economic Interest on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.
About Sonoma State University
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Located in California's premier wine country one hour north of San Francisco, Sonoma State is a small campus with big ideas. With a tradition of promoting intellectual and personal growth, leadership opportunities and technological proficiency, SSU offers its students a friendly, safe and informal atmosphere on a beautiful campus setting. Currently, campus housing accommodates students in both apa...rtment and residential suite style facilities. While SSU generally accepts all qualified students who apply from high schools in its service area, 80 percent of the freshmen and 55 percent of the junior transfer students come from outside the North Bay region. With almost half of its student body living on campus, it is one of the most residential campuses within the system.