Executive Assistant to the Chief of Police
Location : San José
Categories : Confidential, Administrative, Probationary, Full Time
Job Summary
Reporting directly to the Chief of Police, the Executive Assistant to the Chief of Police works independently performing a wide variety of specialized administrative and analytical duties and / or services in support of the Chief and the University Police Department while maintaining a high level of confidentiality.
Must have the ability to effectively manage sensitive interpersonal interactions at all levels. Contributes to the completion of broader and more complex organizational or program projects and goals.
Often provides project leadership or represents the work unit on key projects within and outside the organization. Exercises initiative and considerable judgement and discretion reflective of a thorough knowledge of a professional administrative specialty and / or program and / or policy areas.
Analyzes and addresses problems using reasoning and the interpretation and application of theories and principles to develop and recommend alternatives and best course of action.
Work requires coordination with individuals at all levels within the organization and, as needed, acts as a representative to outside entities.
Key Responsibilities
Serve as first point of contact for the Office of the Chief
Promote accessibility, prioritizing communications and directing inquiries to the appropriate venue with an emphasis on problem-solving
Coordinate administrative support functions for the office of the Chief; often involving evaluation and recommendations related to operational and procedural matters;
requires independent decision-making while ensuring all suitable policies and procedures are interpreted and applied appropriately
Research and provide background material on emerging law enforcement or campus issues as needed
Interact with Federal, State, and Local law enforcement agencies at Chief’s discretion
Handle CSU Chiefs communications (manage Chief’s inbox which has access to labor relations information), maintain confidential files including attorney client privilege at Chief’s direction, SUPA labor related confidential files, discipline and recognition files, confidential Background files, POST updates
Supervise and control access to all confidential records
Screen and set access and appointments for the Chief of Police and greet visitors, ascertain nature of business; take action or refer to appropriate office
Review and edit department correspondence sent through the chain of command, ensuring documents and reports are professionally presented and adhere to appropriate policies and procedures
Plan and organize countywide organization meetings held at UPD. Organize and maintain department data drives, ensuring appropriate forms and files are updated
Maintain confidentiality of all sensitive files and materials including but not limited to Internal Affairs and Administrative Investigations
Instruct student assistant for seamless support in critical matters related to the office of the chief
Project and plan department equipment needs; order and maintain inventory for office supplies, forms and uniforms
Coordinate office equipment updates and operations with IT and consultants. Facilitate and coordinate department telecommunications needs
Act as the point of contact for building repair / maintenance service requests
Prepare Requisitions, Direct Payments, and reimbursements as needed. Prepare travel arrangements for Chief of Police and other staff members as needed
Maintain, control and issue police badges when needed; determine and maintain proper inventory, working with the vendor to purchase or refurbish as required
Schedule and attend Command Staff (management level) and provide support to same; seek input and provide agendas for these meetings
Interface with on-campus IT and outside consultants
Prepare department recognition program nominations submitted for the selection process; design related marketing plans and materials
Coordinate catering and logistics for UPD events, interview panels, organizational meetings, swearing in ceremonies, Santa Clara County Police Chiefs’ meeting, hosting for Chief’s special meetings, department recognition ceremonies
Research with IT and make decisions on hardware to implement and allocate same to department staff as needed
Knowledge, Skills & Abilities
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
Ability to understand problems from a broader prospective and anticipate the impact of office administrative problems and solutions in other areas
Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures
Working knowledge of operational and fiscal analysis and techniques
Ability to work collaboratively with campus partners and prioritize information flow to the Chief
Ability to troubleshoot office administrative problems and respond to all inquiries and requests related to work area
Ability to prioritize issues and inform Chief of most pressing issues
Ability to maintain confidentiality
Strong skills in using office software packages, technology, and systems
Ability to train others on new skills and procedures and provide lead work direction
Required Qualifications
Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
Three (3) years of administrative work experience
Preferred Qualifications
Experience handling confidential and sensitive material
Two (2) years of administrative experience involving public contact or employment at a law enforcement agency
Compensation
Classification : Confidential Administrative Support II
Anticipated Hiring Range : $5,500 / month - $6,300 / month
CSU Hiring Range : $4,464 / month - $9,514 / month
San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .
