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224167
San Jose State University | San Jose CA 95101 United States | posted 12/22/2011 |
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CAREER OPPORTUNITY
Make San Jose State University Your University of Choice
Job Title: Executive Assistant for Administration and Operations
Job ID: 14306
Full/Part time: Full-time
Regular/Temporary: Regular
Department: Moss Landing Marine Laboratories
Compensation
Classification: Confidential Administrative Support III
Anticipated Hiring Salary: Commensurate with experience, up to $6,236/month
FLSA status: Exempt
About the Position
Reporting to and receiving work lead direction from the Director of Moss Landing Marine Laboratories, the Executive Assistant for Administration and Operations will provide operational improvement guidance, analysis, and recommendations to the Director with laboratory planning, program support, financial operations, staff and academic human resources, project development and planning, graduate program and coordination of laboratory operational departments.
This position is located in Moss Landing on the Monterey Bay approximately 26 miles south of Santa Cruz and 19 miles north of Monterey. MLML’s main lab is located at 8272 Moss Landing Road, which runs parallel to Highway for about 1 mile.
Responsibilities include, but are not limited to:
- Facility Operations - Assists in managing the operations of the facility, including, budget and fiscal activities, staff and academic personnel, student services, resident rental services, and graduate program. Provides support to the Director in the development of long-range and strategic plans for academic programs, human and financial resources, and facilities.
- Graduate program - Oversees and directs daily administrative operations of marine science graduate program in concert with the Graduate Program Assistant. Oversees consortium policy discrepancies, new program policy development and implementation, program planning and evaluation, program fiscal management, reviews exceptions to program and home campus policies.
- Academic Affairs - Works cooperatively with Human Resources and, as directed, with Faculty Affairs, other SJSU departments and the SJSU Foundation to implement personnel and fiscal policy and guidelines. Attends Provost and HR meetings; advises faculty, Director and Chair on personnel practices, program evaluation and fiscal policy. Coordinates with Director, Chair, and faculty on implementation issues connected with retention, tenure, and promotion as promulgated by RTP committee.
- Fiscal Administrative operations - Advises Director with regards to policy and procedures for budget administration and management. Coordinates and oversees daily fiscal administrative operations. Responsible for ensuring the Director is well informed of operating expenses, budget projections and overages. Ensures all fiscal reporting and analysis are accounted for MLML’s Contracts and Grants Overhead accounts and State accounts.
- Administrative Oversight - Oversees for MLML administrative functions, implements guidelines and procedures for preparation and administration of budget and personnel practices related to faculty, staff and students. Receives, generates and transmits reports, papers or other general correspondence that relates to planning, development, fiscal and decision-making within MLML. Assists the Director in his capacity as Executive Secretary for the MLML Governing Board. Oversees coordination of bi-annual Governing Board meetings with support operational staff.
- Human Resources – Assists in matters pertaining to staff performance, contract interpretation, grievances, complaints, disciplinary actions, salary negotiations, attendance and other personnel issues. Serves as initial contact for staff complaints or confidential matters. Serves as initial contact for all State and Foundation Human Resource matters as well as staff, non-curricular student and resident complaints and confidential matters. Identifies and determines cause of problems, communicates these to the Director, and implements plans of action towards resolution.
Education and Experience
Any combination of education and experience equivalent to: Bachelor's degree and five years of progressively responsible administrative and analytical experience, two years of which have included a lead role, in at least two of the following areas: fiscal and human resources administration; facility operations; graduate programs and academic affairs; project development and planning administration.
Preferred Qualifications
- A minimum of 3 years work experience in academic setting (preferably Marine Science) is preferred.
- Experience in collecting and analyzing complex budgets, as well as providing fiscal analysis and reports.
- Experience in leading support staff including evaluating performance, assisting with grievances, ensuing a diverse array of staff work in an effective and collegial fashion.
First Screening Date
January 27, 2012
This position is open until filled; however, applications received after the first screening date will be considered at the discretion of the university.
Required Application Materials
Resume
Letter of Interest
Complete SJSU Online Employment Application to apply, please visit our website at: http://my.sjsu.edu/jobs/
Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.
Note to the Applicant
Evidence of degree(s) or certification(s) may be required at time of hire. Every applicant who reaches the final level of interviews will be required to submit their fingerprints to the Livescan Prints Service through the University's Police Department. SJSU will pay all costs associated with this procedure.
EOE
Contact Information
One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250 Fax: 408-924-1784 Email: hrsg@sjsu.edu
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Job Details top
| Location | San Jose, CA, 95101, USA |
|---|---|
| Categories | Marine Science |
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Contact Information top
| How to apply | Applications are no longer accepted for this job posting. |
|---|---|
| Job Code | 35611-N181743P |
