Administrative Assistant II

At the CEE we create organize and facilitate a variety of different opportunities for faculty to develop their teaching methods and practices. These opportunities include communities of practice reading circles keynote speakers and workshops (see webpage for examples). All of these offerings require planning organizing and reviewing to make sure we are providing successful inclusive and meaningful ways to engage faculty. The administrative assistant has a crucial role in managing the logistics for each of these offerings. Beyond this the administrative assistant is also responsible for managing all administrative tasks for successful office operation. The administrative assistant works under close supervision from the Assistant Director.

Duties and Responsibilities:

• Committed to social justice diversity equity and inclusion grounded in a commitment to enact inclusivity in everyday practices that foster a warm and welcoming office environment.
• Willing to invest time and energy in ones own personal and professional growth as part of their work schedule.
• Effective with communication skills embodying professionalism and compassion for others both in interactions among the office team as well as with the broader campus community.
• Effective with time management skills including strategies for: prioritizing tasks; coordinating multiple events in parallel; and working independently with minimal supervision.
• Flexible to adapt to circumstances as they arise and respond with diplomacy and compassion.
• Willing to build relationships with others across the campus community and to gain a working knowledge of the various units and roles within the university.
• Committed to maintaining confidentiality of information as appropriate for a professional context in addition to university policies and the Family Educational Rights and Privacy Act of 1974 (FERPA).

Operations Duties:

• Welcoming all visitors to the office; answering phones; providing general information.
• Managing all appointments and meetings including scheduling rooms inviting participants via Google calendar confirming meeting time and location with attendees preparing agenda and other documents and recording meeting notes.
• Processing all administrative forms (office purchases stipend requests invoices journal entries).
• Composing and responding to CEE communications and correspondence (mail merges departmental letters email etc.).
• Coordinates travel/conference arrangements: hotel and airline reservations conference and retreat payments/expense reports and transportation needs for CEE team and USD faculty who request assistance.
• Updating team directory profiles.
• Assisting with preparation of year-end reports via data-tracking.
• Organizing and maintaining CEE records/files (e.g. Google suite).
• Completing monthly supply inventory and purchasing supplies and equipment as needed.

Event Coordinating Duties:

• Managing event logistics such as room reservations Zoom meetings event registration pages sign-up sheets and Google calendar invites.
• Organizing and submitting event contracts such as catering invoices and speaker fees.
• Maintaining online spreadsheets that track the details and status of each event.
• Sending event reminders and follow-up to event participants and presenters via email.
• Assisting with event setup such as meeting caterers and preparing meeting rooms and materials.
• Meeting with the team to strategize discuss and report about preparations for program offerings.

Special Conditions of Employment:

• Available to occasionally work early mornings evenings or weekends when 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.

Minimum Qualifications:

• High school diploma or General Education Diploma (GED) equivalent required.
• Minimum 3-5 years of progressively responsible administrative support experience required. Additional education may substitute for work experience at the rate of 2 years of college 1 year of experience.
• Minimum 1-2 years of event scheduling experience required.
• Proficient in Microsoft suite (Word Excel etc.) and Google Suite (Docs Sheets Calendar Forms etc.).

Preferred Qualifications:

• Graduation from an accredited college or university with a Bachelors degree preferred.

Tools and Equipment Used:

• Personal computer (Windows environment) Microsoft Suite Google Suite Zoom (phone and meetings) task management software such as document editing software such as Adobe Acrobat additional software such as Workday Salesforce and Concur copier and other related office equipment.

Note: Preference will be given to qualified current University of San Diego employees.

37.5 Hours per week

Closing date:August 20 2025