Executive Assistant

This is a full-time temporary benefit-based position with an anticipated end date of July 31 appointment is renewable at the discretion of the University and dependent upon performance and continued funding.

The Executive Assistant (EA) provides complex and confidential administrative support and technical duties for the Assistant Dean for Innovation and Community Engagement. In a fast-paced office setting the EA provides direct support to the Assistant Dean Program Managers and Project Collaborators. Serves as liaison for all SOLES students in the department community members and constituents.

We seek an individual dedicated to engagement with students faculty and administrators; and invested in social justice equity and inclusiveness. Strong administrative skills combined with a sense of mission for the department are also needed as is a sincere commitment to promoting diversity and inclusion.

Primarily uses independent judgment to provide direct support to the Assistant Dean for Innovation and Community Engagement. Proactively identifies issues and makes suggestions for resolution. Serves in the capacity of general office management including word processing photocopying mail distribution answering telephones and voice and email messages. Participates in formulating implementing and evaluating operational policies and procedures. Troubleshoots problems makes recommendations and handles highly confidential matters and materials in a time sensitive environment. Responsible for tracking program budget and expenses. Participates in formulating implementing and evaluating operational policies and procedures. Performs complex administrative duties such as the development of handbooks management of projects and the creation and maintenance of student records. Interacts closely with on and off-campus constituents in the planning and coordinating of department and program events. Independently composes correspondence handles crises organizes travel prepares travel and campus reimbursement requests and manages all office documents and visitors. Serves in the capacity of general office management for the Assistant Dean for Innovation and Community Engagement as assigned and acts as a liaison between the Assistant Dean and students. Tracks and monitors all correspondence and deadlines. Responds to community inquiries and concerns as appropriate with diplomacy and discretion. Coordinates administrative components of special projects as needed.

Duties and Responsibilities:

Office Management and Budget Administration:

• Provide consistent in-person support and desk coverage with a primary focus on the BiGI and CEI programs ensuring robust on-site presence during key events meetings and student-facing activities.
• Serve as a key point of contact for all program stakeholders providing logistical administrative and event coordination support to ensure the programs success.
• Collaborate with faculty students and partners to facilitate program activities track outcomes and report on progress.
• Utilizes high-level administrative management and independent judgment to check trace and follow up on various complex administrative and office management issues.
• Independently responsible for managing the Assistant Dean for Innovation and Community Engagements calendar and appointment schedule on a daily basis including appointments with SOLES faculty students and outside constituents. Involves evaluating the appropriateness of the appointment request.
• Independently assists the office in performing high-level administrative tasks including the creation of spreadsheets with Microsoft Excel and Google Sheets updating and utilizing program records primarily on web-based programs.
• Autonomously assists the Assistant Dean on a daily basis through responsibilities such as meeting planning and preparation verifying that paperwork submitted for signature is complete and free of errors; ensuring that the Assistant Dean is provided with all necessary information.
• Coordinates the logistics for Team meetings; coordinates services with the University Facilities department and/or SOLES Budget and Operations office to prepare meeting facilities; coordinates services with the USD Banquets and Catering office for refreshments; assists with drafting the agenda; independently prepares materials/handouts coordinates with the Office of Parking Services and/or the Executive Assistant of the Dean to reserve parking spots and codes for visiting guests.
• Records and maintains thorough and accurate minutes for the various Program and Team and/or Department Meetings. Distributes/posts the minutes of the meetings within timeliness and upon approval by the necessary department personnel and attendees.
• Tracks and monitors all departmental budget and expenses. Processes check requests requisitions purchase orders honorariums and stipends for special projects and Team members. Responsible for the accuracy and completeness of all requests for allocation of departmental funds as well as verifying availability of funds prior to submitting for budget approval.
• Generates statistical analytical personnel and financial reports for program budgets.
• Prepares the Assistant Dean for Innovation and Community Engagements expense reports in Concur and lets him know when it is ready to review and submit ensuring that they are allocated to the correct cost center.
• Manages and coordinates the Pontem Path application process and onboarding for students. This includes but is not limited to parent/guardian and stakeholder communication.
• Manages and coordinates the BiGI application process and onboarding for students. This includes but is not limited to parent/guardian and stakeholder communication.
• Assists in the ACT Fellow application process and onboarding.
• Supports the office in conducting job searches. Manages all aspects of job searches including the management of advertisements responding to applicant inquiries and the preparation of schedules for visiting candidates.
• Works with the office administrators to coordinate plan and ensure consistency and accuracy of program scheduling. Submits all program schedules by stated deadlines and independently manages program changes additions and deletions as requested by the Assistant Dean for Innovation and Community Engagement or program directors.
• Monitors SOLES USD and external deadlines for event/project details such as catering publicity/marketing etc. when planning meetings and events.
• Provides additional office support in the planning and coordination for program events and provides periodic administrative support for occasional functions and events held in the evenings and/or weekends. Including but not limited to creating advertisements posting on USD websites and collecting RSVPs.
• Composes and types letters and memoranda including multiple letters and emails using field merges.
• Prepares correspondence and manuscripts including word-processing and graphic assistance for research-based documents.
• Updates maintains and distributes project handbooks and manuals to students faculty stakeholders and staff as necessary.
• Types develops and maintains departmental forms as needed. This sometimes requires coordination with ITS for eforms.
• Tracks project student data including but not limited to: workshop attendance grade collection weekly newsletters general communication.
• Creates student files and records during the admissions process. Handles and/or disposes of student records in appropriate & confidential manner.
• Responsible for independently revising maintaining and updating official web sites for the Assistant Dean for Innovation and Community Engagement.
• Creates and distributes confidential letters and dismissal notices.
• Supports the processing and distribution of information related to program evaluations for all programs aligned with office requirements. Is responsible for timely and confidential handling of results.
• Orders and maintains office supplies.
• Ensures proper maintenance of facilities in the Assistant Dean Innovation and Community Engagement Suite and/or reports needs to the SOLES office of Budget and Operations.
• Photocopies proofreads and files.
• Communicates effectively with SOLES Office of Outreach and Admissions Graduate Admissions Graduate Records Provosts Office and other departments as needed.
• Coordinates contract storage for program gift grant and other affiliation agreements with community partners.
• Coordinates submission of Continuing Education documentation as well as archives all documentation on department drive.

Office and Community Support:

• Coordinates overall onboarding process for new Office team members. Assists office employees (Assistant Director of Operations and Administration Student Success Coordinators Graduate Assistants etc.) in acclimating to SOLES by providing handbooks paperwork important information and helpful contact information. Check for and distribute staff mail from the mailroom.
• Collect and record pertinent community information (CBO contacts community contacts potential donor contacts). Assists in writing and mailing thank you letters to donors.
• Independently and thoroughly collects and records program documents presentations and other materials as needed.
• Distributes program evaluation reports on a semester basis to the Assistant Dean.

Student Support:

• Independently manages and responds to student inquiries referring to university offices where appropriate. Relay student feedback to the Assistant Dean for Innovation and Community Engagement as needed.
• Maintains and fosters an inclusive and respectful office environment in appreciation of multiple student experiences and backgrounds.
• Updates and revises program handbooks annually.
• Completes student room reservation requests.
• Manages office blog and newsletter providing information on deadlines events reminders announcements job opportunities etc. to ACT Fellows and Pontem Path students.

Special Conditions of Employment:

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.

Minimum Qualifications:

• HS Diploma plus 3-5 years of progressively responsible administrative and management/executive support experience. Additional education may substitute for work experience at the rate of 2 years of college 1 year of experience.
• Must be able to work periodic evenings and weekends to support events and activities. Some regional overnight travel may be involved.
• Commitment to social justice diversity equity and inclusion.
• Ability to make independent decisions and provide consultative services to administrative and academic personnel.
• Strong communication and writing skills.

Preferred Qualifications:

• Bachelors degree preferred.
• Demonstrated commitment to supporting diverse student populations and fostering inclusive educational environments.
• Demonstrated ability to learn and utilize AI-powered tools such as Granola Perplexity and Notion for scheduling research workflow optimization and collaborative documentation.
• Experience with SAP Concur Google Suite Salesforce and Canva.
• Experience in monitoring fiscal arranging logistics for events.
• Ability to develop effective collaborative relationships with faculty administration and external constituencies.
• Demonstrated commitment to department principles and goals.

Performance Expectations- Knowledge Skills andAbilities:

• Proficiency in Microsoft Word Excel and Internet and web-based applications including Google Drive Google Sheets and Google Docs.
• Leverage AI platforms (Granola Perplexity Notion) to streamline administrative tasks enhance communication and support data-driven decision-making for BiGI CEI and other innovative initiatives.
• Proficiency with digital communication platforms and collaborative workspaces; ability to adapt to evolving technology and AI-driven solutions.
• Ability to use independent judgment to effectively plan activities and achieve project goals.
• Knowledge and understanding of management principals office protocol and practices.
• Ability to manage and coordinate multiple simultaneous programs and tasks.
• Must possess strong organizational and analytical skills.
• Must possess excellent verbal and interpersonal communication skills.
• Ability to be self-directed and work independently and prioritize workload effectively.
• Ability to operate a personal computer and other general office equipment.
• Ability to meet deadlines.
• Ability to work effectively under pressure.
• Ability to work occasional late hours and on the weekends.
• Ability to contribute in creative and dynamic ways to the larger vision of a growing organization.
• Ability to triage and prioritize calls set priorities and make decisions.

37.5 Hours per week

Closing date:Open until filled