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Executive Assistant for Administration & Operations
02-Feb-15 12:04 PM
URL: http://www.sjsu.edu/hr/careers/jobs/
Company / Organization: Moss Landing Marine Lab
Type: Full-time
City: Moss Landing, San Jose
State or Country if outside US: CA
Description:
Requirements:
Point of Contact: 408-924-2250
Attachment: download
URL: http://www.sjsu.edu/hr/careers/jobs/
Company / Organization: Moss Landing Marine Lab
Type: Full-time
City: Moss Landing, San Jose
State or Country if outside US: CA
Description:
Due to the retirement of Jane Fusek at the end of June, the position of Assistant to the Director of MLML is posted and now open for applications.
The official title of the position is Executive Assistant for Administration & Operations. The posting id number is 23202; please see announcement at San Jose State's website: http://www.sjsu.edu/hr/careers/jobs/
The first screening of applications is March 6.
Reporting to the Director of Moss Landing Marine Laboratories, the Executive Assistant for
Administration and Operations will provide guidance, analysis and recommendations for improvements
in operations to the Director in regards to laboratory planning, program support, financial operations,
staff and academic human resources, project development and planning, graduate program operations,
and coordination of laboratory operational departments.
Moss Landing Marine Laboratories (MLML) has an international reputation for excellence in marine
science research and education, and is the second oldest marine lab on Monterey Bay. MLML is a
consortium of seven California State University campuses (East Bay, Fresno, Monterey Bay, Sacramento,
San Francisco, San Jose, and Stanislaus), with consortium undergraduate and graduate students taking
courses or pursuing their Masters of Science degrees at MLML. San Jose State University administers the
lab. MLML is located in Moss Landing, approximately 26 miles south of Santa Cruz and 19 miles north of
Monterey.
Responsibilities include, but are not limited to:
FACILITY OPERATIONS: Responsible for overall operations of the facility, including all operations budget
and fiscal activities, staff and academic personnel, student services, resident rental services, and
graduate program. Directly coaches and coordinates activities of several staff employees. Assists the
Director in the development of long-range and strategic plans for academic programs, human and
financial resources, and facilities. Recommends action and allocation or reallocation of financial and
human resources.
FISCAL ADMINISTRATIVE OPERATIONS: Advises Director with regards to policy and procedures for
budget administration and operations. Coordinates and oversees daily fiscal administrative operations.
Responsible for ensuring Director is well informed of operating expenses, budget projections and
overages. Ensures all fiscal reporting and analyses are accounted for in MLML's Contracts and Grants
Overhead accounts and State accounts.
GRADUATE PROGRAM: Oversees and directs daily administrative operations of marine science graduate
program in concert with the Graduate Program Coordinator. Supervises the work of the administrative
support staff in line with program mission. Communicates the graduate program vision and strategies to
front office and operational staff.
ADMINISTRATIVE OVERSIGHT: Oversees MLML administrative functions, implementing 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 or her capacity as Executive Secretary for the MLML Governing Board.
HUMAN RESOURCES: Manages matters pertaining to recruitment, staff performance, contract
interpretation, grievances, complaints, disciplinary actions, salary negotiations, attendance and other
personnel issues. Evaluates time management and training needs of staff. Serves as initial contact for
staff complaints or confidential matters. Identifies and determines cause of problems, communicates
these to the Director, and implements plans of action towards resolution.
ACADEMIC AFFAIRS: Works cooperatively with Human Resources, Faculty Affairs, Dean's office, other
SJSU offices and the SJSU Research Foundation to implement personnel and fiscal policy and guidelines.
Attends Provost and HR meetings; advises faculty, Director and Chair on recruitment, personnel
practices, program evaluation and fiscal policy. Oversees recruitment processes for temporary and
tenure track faculty.
PROJECT DEVELOPMENT & PLANNING ADMINISTRATION: Collaborate with the Director in capital
planning activities aimed toward programmatic development, as well as executive level assistance.
Coordinate operational staff and organizations to assist with development phase plans (defining,
designing, development, transition and support) in keeping with the laboratory's program plan.
Required Application Material:
Resume
Letter of interest
List of References
Complete SJSU Online Employment Application
Please note that failure to completely fill out each section of the online application may result in your
application not receiving consideration.
Requirements:
Education and Experience
Any combination of education and experience equivalent to a Bachelor's degree and five years of broad
and increasingly responsible administrative and analytical experience which demonstrates the ability to
perform the essential functions of the position.
Preferred Qualifications
- Three years of work experience in CSU system
- Previous supervisor or management level experience
- Human resources experience (staff performance, grievances, salary negotiations, other personnel
issues)
- Budgetary responsibilities
- Facilities operations, planning and management experience
- Marine Science work experience
Knowledge, Skills & Abilities
- Excellent organizational, planning and analytical skills with ability to prioritize workloads, anticipate
needs, oversee a number of large and multifaceted projects and function independently to meet
deadlines, often with frequent interruptions.
- Strong financial analytical skills.
- Advanced skills and knowledge of organization principles, complex and large budgets, and the strategic
planning of finances.
- Competence with personal computing applications and computerized information systems with the
ability to learn new systems in a highly technical environment.
- Demonstrated ability to exercise confidentiality, flexibility and good judgment.
- Strong skills in the area of employee relations.
- Advanced skills and knowledge of administration and management protocol, conflict resolution
strategies, effective communication tactics (oral and written).
- Extensive related administrative and supervisory experience, including training, supervising, evaluating
and motivating staff.
- Demonstrated leadership experience with ability to effectively manage change and resolve complex
problems independently.
- Political acumen and communication skills sufficient to establish and maintain effective working
relationships with diverse constituents and organizations.
- A broad knowledge or ability to learn CSU and related agency policies and procedures.
- Excellent writing skills and ability to communicate complex material in written and oral formats.
Point of Contact: 408-924-2250
Attachment: download