Executive Assistant I College of Arts and Sciences
Executive Assistant I College of Arts and Sciences
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Job Description
Position Title & Department:
4954
The University of San Diego a contemporary and engaged Contemporary Catholic institution was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972 USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth goodness and beauty. Inspired by this centuries old tradition of Catholic higher education the University welcomes people of all faith traditions and any or no religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges.
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 is an oncampus position supporting the academic department of English.
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
- 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
- Process expense reports and other accounts payable forms
- Access budget information through Workday
- Process part time faculty contracts using DocuSign
- 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
Supervision of Work Study student:
- Supervise workstudy student activities
- Approve time cards
- Delegate tasks; provide performance feedback and mentoring
- Advertise positions and hire workstudy students as necessary
Special Conditions of Employment:
Effective June 1 2023 based on CDC guidance the University strongly encourages all campus members to stay up to date with Influenza and COVID19 vaccination recommendations. For more regarding information USDs COVID19 protocols please visit sandiego/onward.
Background check: Successful completion of a preemployment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Minimum Qualifications:
- Requires HS Diploma and four years of experience or Bachelors 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 casebycase basis as well as work in a team environment.
- Proven ability using computers for business/accounting applications.
Performance Expectations Knowledge Skills andAbilities:
- Word Excel Power Point Google office systems Cascade CMS Workday DocuSign
$19.78 26.19 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 oncampus 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
The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience education and other factors including departmental budget.
Hours: 37.5 hours per week
Closing date:Open until filled
Note: External job postings will be up for at least five days. After that time applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobaccofree campus. For more information visit www.sandiego/smokefree.
Employment Type
Full-Time
