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 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 https://www.sfbu.edu/strategic-plan.

 

Position Overview

Reporting to the Chief Operating Officer, the Administrative Assistant and Front Desk Receptionist serves as the first point of contact for visitors, students, and faculty and supports administrative functions to ensure efficient campus operations. This is a full-time, non-exempt, in-person position located in Fremont, CA.

 

Essential Duties and Responsibilities

Front Desk Receptionist (50%)

  • Serve as the first point of contact for all visitors, providing exceptional customer service in person, by phone, and via email.

  • Manage front desk operations, including handling inquiries, directing visitors, and maintaining a welcoming environment.

  • Schedule appointments and meetings for various departments as needed.

  • Monitor and manage the reception area to ensure it remains organized and professional.

  • Handle incoming and outgoing mail and deliveries.

  • Other duties as assigned.

Administrative Assistant (50%)

  • Provide high-level administrative support to C-suite executives (e.g., Chief Operating Officer, Chief Financial Officer, and General Counsel), including preparing and editing documents and presentations, scheduling meetings, coordinating small events, and maintaining records. 

  • Coordinate cross-departmental projects, ensuring they stay on schedule, within budget, and achieve objectives. This could involve managing multiple priorities, coordinating timelines, and acting as a liaison between departments.

  • Develop and implement new processes or administrative workflows that improve operational efficiency, with the ability to measure and report on results.

  • Collaborate with peer administrative staff on implementation of standard operating procedures and policies to  improve office operations and workflow efficiency.

  • Organize and manage executive calendars, including prioritizing meetings and ensuring effective communication between internal and external stakeholders.

  • Handling sensitive and confidential inquiries or complaints from students, faculty, or the community, demonstrating discretion and diplomacy.

  • Perform data analysis, entry, filing, and research; generate reports for leadership; and administer surveys to gather feedback.

  • Act as a point of contact for senior leadership, managing their schedule and ensuring they are well-prepared and supported for high-priority meetings.

  • Other duties as assigned

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.

 

Minimum Qualifications

  • Associate degree or equivalent experience in office administration or a related field.

  • Minimum of 3 or more years of experience in a receptionist or administrative support role.

  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Google suite, and familiarity with office equipment (printers, scanners, etc.).

  • Strong communication and interpersonal skills.

  • Ability to manage multiple tasks in a fast-paced environment.

 

Preferred Qualifications

  • Bachelor’s degree in a related field.

  • Experience in a higher education setting or nonprofit organization.

  • Familiarity with student information systems or CRM platforms.

 

Knowledge, Skills, and Abilities

  • Strong ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment while maintaining attention to detail.

  • Proficient in verbal and written communication, with the ability to interact professionally and courteously with a diverse group of stakeholders, including students, faculty, and visitors.

  • Demonstrated ability to provide high-quality, responsive service to ensure a welcoming and professional environment.

  • Knowledge of office procedures and best practices for front desk operations.

  • Ability to handle sensitive and confidential information with the utmost discretion and maintain confidentiality across all aspects of the role.

  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Google Suite, and common office equipment. Familiarity with student information systems or CRM platforms is a plus.

  • Demonstrated understanding and commitment to fostering an inclusive, diverse, and equitable environment.

 

Work Environment & Physical Demands

  • Job duties are typically performed in an office environment.

  • Physical demands may include lifting up to 20 lbs, bending, sitting, and standing for extended periods.

  • The employee is occasionally required to drive locally for errands or event-related tasks.

 

Salary Range 

$28.00 to 34.00 dollars per hour, based on experience.

 

Anticipated Start Date: February 1, 2025

 

Application Process

 

To ensure full consideration, please submit  a letter of interest with your resume by January 24, 2025. The letter should describe your qualifications based on the stated responsibilities as well as your demonstrated commitment to diversity, equity, inclusion, and social justice. Please also include a current CV or resume and the names and contact information of 3 references. SFBU will contact your references only after discussing this with you.

 

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.