Job Description
About San Francisco Bay University: San Francisco Bay University (SFBU), a nonprofit, WASC-accredited, university situated in the heart of Silicon Valley in Fremont, California, seeks an innovative and experienced Senior Administrative Assistant. SFBU's mission is to offer inclusive, innovative, and inspirational education for lifelong careers and our vision is to set the standard as a national model of higher education in service of the common good.
At SFBU, students come first. We prioritize students' needs by fostering personal engagement among students, faculty, and staff. We are committed to providing affordable quality education with a deep commitment to diversity, equity, inclusion, and social justice.
We encourage you to learn more about SFBU by reviewing our strategic plan at
Salary Range : $70,000- 90,000, Exempt, 37.5 hours per week, located in Fremont, CA.
Position Overview :
The Senior Administrative Assistant plays a pivotal role in providing high-level administrative and operational support to executive leadership. This position is responsible for managing tasks and projects, from calendar scheduling and event planning to budget management and cross-departmental coordination. The role requires coordination of project initiatives, a keen attention to detail, confidentiality, and proficiency with digital tools to enhance office efficiency.
Essential Duties and Responsibilities: - Manage executive calendars and coordinate high-priority meetings, events, and travel logistics with precision and flexibility.
- Demonstrate strong confidentiality and data privacy skills.
- Coordinate budgets for two vice presidents and their departments, ensuring accurate and strategic financial reporting, expense tracking, and compliance.
- Provide professional and welcoming support to visitors on a regular basis and ensure seamless communication through phone, email, and other digital channels.
- Support office operations, including compliance, tracking deadlines, maintaining records, vendor relations, event support, and audits and reporting, with an eye toward efficiency and cost-effectiveness.
- Create, maintain, and secure vital records and documents using advanced digital file management systems.
- Draft and refine executive communications, presentations, and written materials with a keen eye for impactful messaging and clarity.
- Maintain quality assurance of all documents for accuracy and alignment with institutional standards, recommending improvements as needed.
- Conduct time sensitive, accurate research and present data and insights in visually engaging formats, empowering informed decision-making.
- Coordinate and execute high-impact projects with attention to timelines, budgets, and deliverables.
- Utilize project management tools to track progress and foster cross-departmental collaboration.
- Support team initiatives, committee work, and event planning with a forward-thinking, solutions-focused approach to problem-solving.
- Handle special projects and responsibilities as needed to support evolving priorities.
- Other responsibilities as assigned.
Minimum Qualifications: - Bachelor's degree in any relevant field.
- 3-5 years of administrative experience, or equivalent combination of experience, training, and/or education.
Preferred Qualifications: - Masters degree preferred in a related field such as Business Administration, Public Administration, or Higher Education.
- Higher education experience is preferred.
Knowledge, Skills and Abilities: - Professionalism and Confidentiality: Excellent customer service skills and professionalism, with a proven ability to manage and safeguard confidential information.
- Adaptability and Collaboration: Skilled in working effectively in a fast-paced, high-volume environment, both independently and as part of a team.
- Communication Excellence: Strong written and verbal communication skills, with a focus on clarity and effectiveness.
- Attention to Detail and Procedure Compliance: Ability to accurately follow procedures, with high attention to detail.
- Organizational and Time Management: Punctuality in reporting to work. Strong organizational skills and time management abilities to prioritize tasks effectively and deliver projects on time.
- Problem-Solving and Initiative: Demonstrated problem-solving skills with a proactive, solutions-oriented mindset.
- Growth Mindset and Learning Agility: Commitment to continuous learning and adaptability as the role evolves.
- Student-Focused Sensitivity: Genuine interest in meeting the needs of students, with sensitivity to diverse academic, socioeconomic, and cultural backgrounds.
- Technical Proficiency:
- Advanced skills in Microsoft Office Suite (PowerPoint, Excel, Word) and Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Slides), Adobe Acrobat, Zoom, DocuSign, Adobe Acrobat and browser-based software; capable of conducting online research and locating information efficiently.
- Familiarity with Tableau, Canva, Salesforce, Project Management Software such as Jira, Asana, Trello, or Microsoft Project, Budget and Financial Tracking Software for managing expenses, tracking budgets, and generating financial reports.
- Office Equipment and Notary Capability: Proficiency in operating standard office equipment and ability to obtain a Notary Public license within three months of hire.
Work Environment & Physical Demands: - Work is typically performed in an office environment.
- Occasional evenings and weekends may be required for special events.
Please submit your cover letter and your resume to be considered for this position. This position description is not intended to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time, with or without notice.
SFBU is an Equal Opportunity / Affirmative Action Employer: SFBU is committed to providing equal employment opportunities for all employees and applicants for employment. SFBU does not discriminate in employment opportunities or practices based on race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation or any other characteristic protected by law.
Job Tags
Work at office, Afternoon shift,