Executive Assistant I, College of Arts and Sciences, Department of Communication

Position Title & Department:

Executive Assistant I, College of Arts and Sciences, Department of Communication; College of Arts and Sciences

Posting # 5546

Department Description:

As the liberal arts heart of the University of San Diego, the College of Arts and Sciences is filled with students who are versatile and multi-talented. No matter their major, graduates from the college are equipped with transferable skills that benefit them wherever their professional and personal ambitions lead. Founded in 1949, the college has a rich history of providing the core curriculum for every undergraduate USD student, a tradition that continues today. By offering 32 majors, 38 minors, one certificate and three graduate programs, the college is where undergraduate students begin and graduate students refine their paths towards academic excellence and personal achievement.

Detailed Description:

The executive assistant organizes, manages and coordinates all administrative efforts in support of the department and serves as the primary contact for university personnel, students and parents, and external contacts including the general public. The executive assistant supports the chair in all aspects of department management including monitoring the budget. Administrative support for faculty includes photocopying, ordering supplies, and other duties as assigned. This position also supports the activities of the College of Arts and Sciences Dean's Office.

Duties and Responsibilities:

Maintain regular functions of department office

• Answer or direct general inquiries by phone & email
• Greet and direct visitors
• Serve as the first point of contact for students
• Retrieve, receive , and sort mail
• Coordinate deliveries and technical services
• Order department supplies using university protocols
• Ensure department facilities are maintained as needed

Budget and Operations

• Keep budget records to ensure spending is aligned with budget allocation
• General oversight of the expense report process, including reviewing expense reports prior to chair approval
• Responsible for Finance Office related processes and tasks (i.e. Purchase orders, Unimarket, activity pay, etc.)
• Access budget information through Workday
• Process NTT faculty contracts using DocuSign and Workday
• Coordinate background checks for new employees
• Orient new faculty and staff to office procedures

External Communication

• Maintain and audit the department website, including faculty biographical information, consistent with University Communications standards
• Curate department social media accounts and align with College communication outreach
• Coordinate marketing efforts for department sponsored events with College marketing team
• Coordinate department newsletter and/or other communication and/or promotional materials

Other duties

• Organize department level student and/or faculty events (i.e. Honors Society Ceremony, Invited Speakers, Film Screenings, Lecture Series, etc.) as needed
• Other duties as assigned

Supervision of Work Study student

• Supervise work-study student activities
• Approve time cards
• Delegate tasks; provide performance feedback and mentoring
• Advertise positions and hire work-study students, as necessary

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements:

Minimum Qualifications:

• Requires HS Diploma and four years of experience 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.

Performance Expectations - Knowledge, Skills and Abilities:

• Word, Excel, Power Point, Google office systems
• Cascade CMS
• Workday
• DocuSign