Executive Assistant I, College of Arts and Sciences

The executive assistant organizes, manages and coordinates all administrative efforts in support of undergraduate programs and serves as the primary contact for university personnel, students and parents, and external contacts including the general public. The executive assistant supports the programs in all aspects of office management including monitoring the budget and external communication. Administrative support for faculty includes photocopying, ordering supplies, and other duties as assigned.

Duties and Responsibilities:

• Complete administrative tasks related to records maintenance, data sorting, and producing reports, including handling of confidential information
• Assist in managing online systems for program operations
• Perform and maintain regular office functions such as: Answer or direct general inquiries by phone & email, Greet and direct visitors, Serve as the first point of contact for students, faculty and campus partners by phone and email, Retrieve, receive, and sort mail, Coordinate deliveries and technical services, Order department supplies using university protocols, Ensure office facilities are maintained as needed
• Keep budget records to ensure spending is aligned with budget allocation
• General oversight of the expense report process, including reviewing expense reports prior to director approval
• Responsible for Finance Office related processes and tasks (i.e. Purchase orders, Unimarket, activity pay, etc.)
• Access budget information through Workday
• Orient new faculty and staff to office procedures
• Maintain and audit the program website, including faculty biographical information, consistent with University Communications standards
• Curate program social media accounts and align with College communication outreach
• Coordinate marketing efforts for department sponsored events with College marketing team
• Coordinate program newsletter and/or other communication and/or promotional materials
• Organize department level student and/or faculty events and workshops
• Schedule and reserve space on campus
• Coordinate and place catering orders
• Other duties as assigned and Supervision of Work Study student(s): Supervise work-study student activities, Approve time cards, Delegate tasks; provide performance feedback and mentoring, Advertise positions and hire work-study students, as necessary

Job Requirements:

Minimum Qualifications:

• High School Diploma and four years of experience required, or Bachelor's degree and two years of experience in a position that requires critical thinking and analytical skills.
• Proven record of superior customer service skills and a commitment to keep improving those skills.
• Excellent communication skills with demonstrated capabilities of maintaining confidential information and handling sensitive data with discretion and tact.
• Must possess the ability to handle multiple tasks, deadlines, and time constraints in a calm and effective manner.
• Takes initiative in all performance areas.
• Detail oriented, independent thinker and worker who has the ability to make appropriate judgment calls as needed on a case-by-case basis, as well as work in a team environment.
• Proven ability using computers for business/accounting applications.

Preferred Qualifications:

• Experience or interest in literacy and/or honors programs a plus.

Performance Expectations – Knowledge, Skills and Abilities:

• Word, Excel, Power Point, Google office systems, Cascade CMS, Workday, DocuSign, Banner, Salesforce, WC Online, EMS

Posting Salary:

$20.98 - 26.72 per hour; Excellent Benefits. The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

Special Application Instructions:

Resume Required, Cover Letter Preferred. Click the 'Apply Now' button to complete our online application and, for full consideration, please upload a resume to your application profile for the hiring managers' review. You are also strongly recommended to upload a cover letter to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.