Executive Assistant to VPJob no: 559228
Work type: Staff
Location: Stanislaus - Turlock
Categories: Confidential, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)
- Position Summary
- Full-time position available on or after November 9, 2026 for University Advancement.
This position's responsibilities are carried out independently under general supervision. The incumbent is responsible for providing high-level executive administrative and operational support to the Vice President for University Advancement, ensuring effective coordination of executive priorities, divisional operations, and the flow of sensitive and mission-critical information.
Performs complex and highly confidential administrative functions, including coordinating personnel-related processes, serving as a liaison, and facilitating compliance-related documentation and communication. Exercises advanced judgment and discretion in handling highly sensitive and confidential information, including materials and communications that contribute to management's position in labor relations, collective bargaining, and meet-and-confer processes. Supports personnel administration, coordinates executive travel and advancement-related activities, and prepares executive communications and briefing materials. Serves as a key point of contact for internal and external stakeholders, ensuring continuity and efficiency of executive operations.
- Job Duties
- Duties include but are not limited to:
- Provide executive-level administrative and operational support to the Vice President for University Advancement in support of divisional priorities and initiatives.
- Manage complex projects and initiatives, including fundraising campaigns, donor relations activities, and executive-level programs.
- Serve as liaison to campus leadership, donors, alumni, board members, and external partners.
- Manage and maintain sensitive and confidential information related to donor activity, personnel matters, and executive operations.
- Prepare executive communications, reports, presentations, and briefing materials. • Develop and implement administrative processes and procedures to support advancement operations and programs.
- Coordinate executive meetings, advisory boards, and donor events, including logistics, materials, and follow-up actions.
- Perform budget administration for University Advancement, including philanthropic, foundation, and operational funds.
- Analyze and monitor expenditures, revenues, and fund balances across multiple funding sources.
- Prepare financial reports, analyses, and projections to support executive decision-making.
- Support budget development, forecasting, and financial planning in collaboration with Business & Finance and Foundation partners.
- Process and track financial transactions related to operations, events, and donor activities.
- Resolve financial discrepancies and provide guidance on financial processes and systems.
- Provide administrative support for confidential employee and labor relations matters, including preparation and secure handling of sensitive materials not available to represented employees.
- Coordinate personnel-related processes, including recruitment, hiring, onboarding, and position management activities.
- Liaise with Human Resources and administrative units to facilitate personnel actions and ensure compliance with policies and procedures.
- Support student and temporary employee administration, including hiring coordination, onboarding, and time reporting.
- Track personnel transactions and maintain records related to staffing and organizational changes.
- Provide guidance on administrative procedures, documentation requirements, and deadlines related to personnel processes.
- Develop and improve administrative workflows and tracking systems.
- Train others on new skills and procedures and provide lead work direction.
- May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
- At the direction of appropriate administrator, may provide support to other areas as needed.
- The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.
- Other duties as assigned.
- Minimum Qualifications
- Education: Bachelor's degree Business Administration, Public Administration, Communications or a related field.Additional progressively responsible experience directly related to the duties of the position may be substituted for the required education on a year-for-year basis.
Experience: Six (6) years of progressively responsible administrative experience and experience supporting executive-level leadership.
- Preferred Qualifications
- Two (2) years of experience supporting a Vice President, Cabinet-level executive, or equivalent senior leadership.
- Experience in a higher education, foundation, nonprofit, or public-sector environment.
- Two (2) years of experience using university or auxiliary financial systems (e.g., PeopleSoft, CFS, Data Warehouse, or similar ERP systems).
- Experience coordinating or supporting fundraising, donor relations, alumni engagement, or advancement programs.
- Two (2) years of experience managing or supporting budgets with multiple funding sources (e.g., operating funds, grants, or philanthropic funds).
- Experience coordinating executive-level meetings, board meetings, or advisory committees.
- Experience supporting personnel processes such as recruitment coordination, onboarding, or position tracking.
- Demonstrated experience developing or implementing administrative processes, tracking systems, or workflow improvements.
- Knowledge, Skills, Abilities
- Advanced ability to interpret and apply complex policies, procedures, and regulations, including CSU policies, Auxiliary/Foundations bylaws collective bargaining agreements, and applicable federal and state laws.
- Demonstrated ability to exercise independent judgment and discretion in handling highly sensitive and confidential information, including donor and gift negotiations, personnel, and labor relations matters.
- Strong analytical and problem-solving skills, including the ability to evaluate complex issues, conduct research, analyze data, and develop sound recommendations.
- Ability to understand issues from a broad organizational perspective and anticipate operational and institutional impact.
- Demonstrated ability to manage multiple priorities, organize complex workloads, and meet deadlines in a fast-paced environment with frequent interruptions.
- Strong financial and quantitative skills, including experience with budget analysis, financial tracking, reconciliation, and reporting.
- Advanced communication skills, both written and verbal, with the ability to clearly and concisely present complex information to diverse audiences.
- Demonstrated ability to develop, implement, and improve administrative processes and procedures.
- Ability to work independently with minimal supervision, as well as collaboratively in a team environment.
- Demonstrated ability to build and maintain effective working relationships with campus leadership, faculty, staff, students, external partners, and the public.
- High level of professionalism, diplomacy, and customer service skills in handling sensitive and complex interactions.
- Strong attention to detail and accuracy in all aspects of work.
- Advanced proficiency in office technology and systems, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and enterprise systems (e.g., PeopleSoft, CFS, or similar).
- Ability to quickly acquire and apply knowledge of University Advancement operations, programs, and organizational priorities.
- Ability provide to train others on new skills and procedures and provide lead work direction to other professional or administrative staff.
- A background check (which may include: fingerprinting, checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires) must be completed satisfactorily before any candidate can begin employment with the CSU.
- Special Conditions
- Position will require travel.
- License or Certifications
- Valid California's Drivers License
- Salary Range
- Anticipated starting salary will be $6,300 - $7,500 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist.
- Compensation & Benefits
- Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Link to (Bargaining Unit: C99) Benefits Summary: CSU Employee Benefit Summary
- How to Apply
- To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the "Apply Now" button on this page.
- Application Deadline
- November 4, 2026
