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About the Role

The Dean’s Office Executive Coordinator reports to the Dean and provides confidential, high-level executive, administrative, operational, and project support to the Dean and Associate Dean of the College of Professional & Global Education (CPaGE). This role serves as the primary coordinator for the Dean’s Office, managing executive communications, complex scheduling, college-wide meetings, operational workflows, and complex administrative projects and strategic initiatives. The incumbent will exercise advanced judgment and discretion in managing competing priorities, coordinating projects, analyzing administrative processes, handling sensitive information, and ensuring timely implementation of executive priorities. The position also serves as a key liaison and develops administrative systems to support organizational effectiveness and executive decision-making.

Responsibilities

Provide confidential executive-level administrative support to the Dean and Associate Dean.
Manage complex calendars, scheduling priorities, and meeting logistics.
Coordinate travel arrangements, reimbursements, and executive correspondence.
Research, compile, analyze, and prepare information for meeting agendas, executive briefing materials, presentations, reports, and other communications.
Independently monitor assignments, deadlines, decisions, and follow-up items on behalf of the Dean’s Office.
Serve as a primary point of contact and liaison for the Dean’s Office, exercising independent judgment in responding to, resolving, routing, or escalating sensitive and complex inquiries.
Coordinate the administrative operations of the Dean’s Office, independently establishing priorities and facilitating resolution of operational issues.
Analyze administrative processes, workflows, and procedures; identify opportunities to improve efficiency, coordination, accountability, and service; and recommend and implement improvements.
Develop and maintain administrative systems, procedures, documentation, and tracking mechanisms supporting consistent college operations.
Research, interpret, and apply applicable university and CSU policies, procedures, guidelines, and administrative requirements.
Maintain highly sensitive and confidential executive files, records, communications, and operational documentation.
Maintain college administrative calendars, including staff in-person work schedules and planned absences.
May provide lead work direction, training, guidance, and mentoring to administrative staff and student assistants.
Coordinate complex Dean’s Office projects and strategic initiatives involving multiple college and university stakeholders.
Provide administrative support for the annual staff performance evaluation cycle.
Coordinate the annual college budget planning process.
Monitor implementation of priorities established by the Dean and Associate Dean.
Develop and maintain project-management and tracking systems that improve accountability, transparency, and timely completion of college priorities.
Conduct research and administrative analysis and prepare reports, presentations, briefing materials, and institutional documentation.
Collaborate with college and university stakeholders to implement administrative projects and initiatives.
Coordinate administrative and operational needs for CPaGE’s Science & Engineering Innovation Center (SEIC) and Downtown Campus (DTC).
Coordinate shared workspaces, meeting facilities, equipment, administrative resources, and logistical support for college activities and events.
Manage the college-wide Info Blast communication process.
Coordinate logistics and materials for All Hands meetings and other college-wide events.
Prepare agendas, meeting materials, minutes, and follow-up communications.
Facilitate effective communication between the Dean’s Office and internal and external stakeholders.
Other duties as assigned.

Requirements

Four years of progressively responsible relevant experience providing executive administrative, operational, project management, or related support.
Experience coordinating complex projects involving multiple stakeholders.
Experience maintaining confidential information and exercising sound judgment.
Experience providing lead work direction, training, guidance, or mentoring to administrative staff or student assistants is desirable.
Successful completion of a background check.
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.

Skills

Advanced organizational, project planning, and project management skills.
Ability to independently manage multiple complex projects and competing deadlines.
Advanced written, verbal, interpersonal, and stakeholder-relations skills.
Ability to work independently under minimal supervision.
Ability to exercise advanced judgment and discretion.
Ability to determine appropriate courses of action.
Demonstrated ability to handle highly sensitive and confidential information with discretion.
Strong analytical and problem-solving skills.
Ability to evaluate administrative processes and information, identify issues, develop sound conclusions, and recommend solutions.
Advanced public and internal relations skills.
Ability to establish effective working relationships with senior administrators, faculty, staff, students, external partners, and other stakeholders.
Advanced proficiency with Microsoft Office Suite, collaboration technologies, and project/workflow management systems.
Ability to interpret and apply university and CSU policies, procedures, guidelines, and administrative requirements.
Knowledge of administrative operations and principles of fiscal management.
Advanced skill in providing lead work direction, training, guidance, and mentoring to administrative staff and student assistants.
Ability to adapt to changing priorities and operate effectively in a complex, fast-paced environment.
Master’s degree in a related field (preferred).
Experience in higher education (preferred).
Knowledge of CSU policies, governance structures, and administrative processes (preferred).
Experience coordinating committee operations and governance activities (preferred).
Experience with Airtable or similar workflow management systems (preferred).

Location

San Francisco, CA

Work Type

Full Time
On-Campus

Experience Level

Four years of progressively responsible relevant experience

Education Level

Equivalent to a bachelor’s degree in Business Administration, Public Administration, Higher Education Administration, Communications, or a related field.
Master’s degree in a related field (preferred).

Salary/Compensations

$73,812.00 - $83,124.00 annually

Benefits

Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave, State Holidays, Fee Waiver program.

About the Company

San Francisco State University is a 100% Smoke/Vapor-Free Campus.
The California State University (CSU) is a state entity whose business operations reside within the State of California.

Equal Opportunity

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.