"Senior Administrative Assistant"

Senior Administrative Assistant

San Francisco Bay University

Category: Staff
Type: Full Time
Min. Experience: Assistant
Salary: $85,000 - $100,000

About San Francisco Bay University:

San Francisco Bay University (SFBU), a nonprofit, WASC-accredited, university situated in the heart of Silicon Valley in Fremont, California, seeks an innovative and experienced Senior Administrative Assistant. SFBU's mission is to offer inclusive, innovative, and inspirational education for lifelong careers, and our vision is to set the standard as a national model of higher education in service of the common good.

At SFBU, students come first. We prioritize students' needs by fostering personal engagement among students, faculty, and staff. We are committed to providing affordable quality education with a deep commitment to diversity, equity, inclusion, and social justice.

We encourage you to learn more about SFBU by reviewing our strategic plan.

Position Overview:

The Senior Administrative Assistant plays a pivotal role in providing high-level administrative and operational support to 3 cabinet members and their units. This position is responsible for managing tasks and projects, from calendar scheduling, event planning related to external relations, budget management, and cross-departmental coordination. The role requires coordination of project initiatives, a keen attention to detail, confidentiality, and proficiency with digital tools to enhance office efficiency. This is a full-time, exempt position with eligibility for a hybrid work schedule.

Core Responsibilities

1. Executive & Operational Support

• Calendar Management: Facilitate precision scheduling for three Cabinet members, prioritizing high-stakes meetings and complex travel logistics.
• Information Management: Create, secure, and maintain vital digital records; draft executive correspondence and presentations with a focus on impactful messaging.
• Quality Assurance: Audit all departmental documentation for accuracy, institutional alignment, and clarity before final submission.

2. Financial & Data Stewardship

• Budget Coordination: Manage departmental budgets, including expense tracking, compliance monitoring, and generating strategic financial reports.
• Data Intelligence: Perform high-volume data entry and conduct time-sensitive research, presenting findings in visually engaging formats (e.g., Tableau or Canva) to inform leadership decisions.

3. Project & Event Coordination

• Initiative Tracking: Utilize project management tools (Jira, Asana, or Trello) to monitor timelines, budgets, and deliverables for cross-departmental initiatives.
• Event Management: Execute logistics for external relations events, committee work, and special team initiatives with a solutions-focused approach.

4. Compliance & Office Governance

• Regulatory Support: Maintain office compliance and records management; obtain a Notary Public license within 90 days of hire.
• Professionalism: Act as a welcoming and professional liaison for visitors and stakeholders across all digital and physical channels.

Qualifications

Minimum Requirements

• Education: Bachelor's degree in a relevant field.
• Experience: 3-5 years of progressive administrative experience (or an equivalent blend of training and education).

Preferred Qualifications

• Advanced Degree: Master's degree in Business Administration, Public Administration, or Higher Education.
• Sector Expertise: Previous experience in a Higher Education environment.

Competencies & Technical Skillset

• Professionalism & Discretion: Proven ability to safeguard highly sensitive and confidential information.
• Student-Centric Sensitivity: A commitment to serving students from diverse socioeconomic, academic, and cultural backgrounds.
• Technical Proficiency:
  • Advanced: Microsoft Office Suite, Google Workspace, Adobe Acrobat, Zoom, and DocuSign.
  • Familiarity: Tableau, Salesforce, Canva, and modern Project Management/Financial software.
• Adaptability: A proactive 'growth mindset' with the ability to pivot priorities in a high-volume, fast-paced environment.

Work Environment & Physical Demands:

• Work is typically performed in an office environment.
• Occasional evenings and weekends may be required for special events.

Compensation & Location:

• Salary Range: $85,000 - $100,000 per year
• Classification: Full-Time, Exempt
• Schedule: 37.5 hours per week
• Location: Fremont, CA (Hybrid Eligible)

Please submit your cover letter and your resume to be considered for this position. Review will begin immediately and continue until filled.

This position description is not intended to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice.

SFBU is an Equal Opportunity / Affirmative Action Employer: SFBU is committed to providing equal employment opportunities for all employees and applicants for employment. SFBU does not discriminate in employment opportunities or practices based on race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation or any other characteristic protected by law.

In accordance with federal and state disability laws, San Francisco Bay University provides reasonable accommodations to applicants with disabilities. If you require assistance during the application or interview process, please contact SFBU Human Resources at hrmgr@sfbu.edu.