Confidential Assistant to Vice President & CFO; Confidential Administrative Support III, Range - Administration

Confidential Assistant to the Vice President & Chief Financial Officer (VP/CFO) for Administration & Finance

San Francisco State University

This is a two-year probationary position. Full-Time (1.0) Monday through Friday, 8:00 a.m. to 5:00 p.m.

Anticipated Hiring Range: $6,667.00 to $7,667.00 Per Month ($80,004.00 to $92,004.00 Annually) Salary is commensurate with experience.

The Confidential Assistant to the Vice President & Chief Financial Officer (VP/CFO) for Administration & Finance provides highly responsible, confidential, and complex executive-level administrative and operational support to the VP/CFO and the Office of Administration & Finance. Working closely with the Director of Administration & Strategic Planning, the incumbent independently manages a broad range of complex executive administrative operations requiring advanced organizational skills, sound judgment, discretion, initiative, and attention to detail in support of divisional and university priorities.

The incumbent is responsible for providing confidential executive-level administrative support involving access to, and handling of, sensitive personnel, budgetary, executive, and university operational matters requiring a high degree of discretion, independent judgment, and confidentiality; managing the VP/CFO's complex calendar and scheduling priorities; independently coordinating travel and related reimbursements; preparing and processing correspondence, reports, presentations, briefing materials, and confidential documents; coordinating office operations and student assistant support;

and providing front office reception and customer service support for the office suite. The position also supports divisional meetings, conferences, events, and large-scale virtual and in-person presentations, including coordination of presentation materials, meeting logistics, and Zoom meeting/webinar support for campus audiences.

This position requires exceptional organizational, communication, customer service, and technical skills; the ability to manage multiple competing priorities in a fast-paced executive office environment; the ability to exercise independent judgment and maintain confidentiality in sensitive matters; and the ability to work collaboratively and professionally with a diverse campus community.

The incumbent serves as a liaison and representative of the VP/CFO with campus leadership, administrators, faculty, staff, students, CSU Chancellor's Office personnel, external agencies, and community partners.

Executive Support to the VP/CFO

• Manages and maintains the VP/CFO's complex and frequently changing calendar, including scheduling meetings, appointments, events, and CSU and university commitments.
• Prepares, reviews, coordinates, and handles confidential executive, personnel, payroll, budgetary, administrative, and divisional documents and communications for completeness, routing, compliance, and executive review purposes requiring discretion, independent judgment, and confidentiality.
• Coordinates meeting logistics, including securing meeting space, preparing agendas and materials, arranging technology support, and communicating with participants.
• Screens and prioritizes requests for meetings and appointments, anticipates future scheduling needs, and proactively resolves conflicts by exercising sound judgment and discretion in determining urgency and appropriate action.
• Anticipates deadlines and proactively reminds the VP/CFO of upcoming meetings, required actions, and priority matters.
• Serves as the primary coordinator for monthly University Budget Committee (UBC) meetings including hosting and managing Zoom meetings/webinars with large campus audiences; preparing and presenting PowerPoint presentations; coordinating presentation materials; and providing real-time meeting support and troubleshooting.
• Independently coordinates travel arrangements for the VP/CFO, including preparing travel authorization requests, transportation, lodging, itineraries, registrations, expense reimbursements, and related documentation in compliance with CSU and university travel policies, procedures, and established deadlines.
• Serves as a university procurement card holder and assists with procurement, invoice processing, purchasing requests, reconciliation of authorized business-related purchases, and other administrative transactions in compliance with CSU and university procurement policies and procedures.
  • Coordinates and supports conference planning, retreats, workshops, and special meetings on behalf of the VP/CFO, including logistics, communications, materials preparation, catering, registration, and event support.
• Conducts routine research; gathers and compiles background materials and information for meetings, reports, presentations, and special projects; and utilizes graphic design and presentation software to create professional presentations, infographics, charts, briefing materials, and visual communications on behalf of the VP/CFO.
• Prepares, edits,…