Provost Office Support Specialist

5417

The University of San Diego with its college and six schools distinctive academic centers and institutes proximity to Asia and Latin America and commitment to Catholic traditions offers students a unique educational experience. A USD education is characterized by academic rigor in its undergraduate and graduate programs offering transformative opportunities through student/faculty research global experiences community service learning and internships that develops the knowledge values and skills needed to serve the global civic and faith communities.

The University of San Diego an engaged and 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 Provost Office Support Specialist serves as the support liaison for the Provosts office as well as departments reporting to the Provosts office. These include Institutional Research and Effectiveness State Authorization Office among others. Proactively ensures proper tracking of all matters streamlining processes as needed and independently resolves concerns that arise. Provides high level administrative support to University Senate. Represents the Provosts Office professionally at meetings and events. Maintains strict confidentiality and uses tact/diplomacy on a regular basis.

Duties and Responsibilities:

Provost Office Support

• Assists with maintaining portions of the Provost website and with additional websites when needed.
• Faculty research grants: Collects tracks and records faculty research grant reports submitted to Provosts office by faculty. Prepares summary report on annual basis.
• Assists with faculty status matters and general office support as assigned.
• Assists with New Faculty Orientation and other events as needed.
• Orders office supplies for Provosts Office ensuring necessary supplies are in stock.
• Provides assistance with the Concur Travel and Expense platform helping individuals with expense submissions.
• Provides general office support such as covering phones the front desk or helping provost team in someones absence.
• Coordinates birthday holiday and welcome office celebrations including buying/routing the cards coordinating the date of celebration and purchasing food/treats.

University Senate Administrative Support

• Serves as the liaison for the University Senate and works with the senate chair to schedule the regular meetings of the university senate. Secures venues for those meetings that might be held in person and assists with catering (up to one meeting per semester).
• Maintains calendaring for the regular meetings of the senate including sending all participants meeting invitations and Zoom links.
• Collaborates with the Senate Chair to assemble the meeting packets.
• Attends University Senate meetings (approximately 14 meetings per academic year) taking minutes/notes completing the meeting minutes/summaries in a short timeframe.
• Handles online meeting logistics including preparing and launching zoom polls and taking roll for quorum admitting participants into the zoom meeting etc.
• Collects and maintains senate membership lists standing and ad hoc committee membership etc. for materials distribution calendar invitations and website updates.
• Keeps track of VP and Dean contact lists including EA contact information for each.
• Updates the University Senate web pages to include agendas minutes meeting materials meeting dates/location Senate membership standing and ad hoc committee membership etc.
• Assist with managing the Non-tenure track faculty members status and adding jobs as needed for non-exempt faculty to log time.
• Upload the Chairs Senate report to Faculty Newsnotes via the MyPostings site.
• Archives University Senate meeting materials utilizing the large file upload system.
• May assist with other additional administrative tasks such as mass emails (via Salesforce) special events surveys (via Qualtrix) faculty-wide votes reports etc.

State Authorization Support

• Assists with maintenance of full compliance with increasingly complex and frequently changing state authorization regulations critical to safeguarding USDs compliance with state regulations reducing legal and operational risks and supporting the continued growth of its distance education offerings.
• Coordinator will play a key role in strengthening USDs compliance infrastructure with a proactive approach by monitoring and interpreting evolving state regulations and conducting detailed research on authorization and professional licensure requirements.
• Manages the preparation submission and renewal of related documentation.
• Collaborate with internal stakeholders to gather institutional data and ensure a coordinated effort.

Institutional Research and Effectiveness (IRE) Office Support

• Supports the IRE office with office management scheduling expense report submissions and maintaining the IRE software management platform.
• Assists with administrative tasks and logistics required to support Academic Program Review processes such as scheduling meetings booking hotel and flight arrangements for external reviewers processing payment requests completing forms to reimburse external review expenses process stipend requests for faculty etc.

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:

• Bachelors degree required. High school diploma and two additional years of experience may be substituted for degree requirement.
• Five or more years of executive-level office experience required.
• Thorough knowledge of office administration required.
• Must be computer literate and proficient in Microsoft Office Suite (Word Excel PowerPoint).
• Good working knowledge of office machines: computer printer fax scanner copier.

Preferred Qualifications:

• Higher Education experience strongly preferred.
• Advanced website maintenance Zoom and calendaring experience highly preferred.

Performance Expectations- Knowledge Skills andAbilities:

• Sensitivity to personalities/needs/ attitudes of faculty administrators students and off campus persons.
• Ability to learn and utilize various software platforms.
• Excellent organizational skills. Detail oriented.
• Excellent oral and written skills to communicate in an effective and appropriate manner.
• Considerable knowledge of office procedures and methods.
• Demonstrated problem solving and analytical skills.
• Ability to manage multiply projects with changing priorities and with direction from various administrators.
• Ability to work under pressure.
• Ability to work cooperatively with co-workers supervisors faculty students and other constituencies.
• Ability to maintain confidentiality; handle confidential information with tact and discretion.
• Knowledge of Family Educational Rights & Privacy Act (FERPA)
• Knowledge of University policies procedures functions reporting structures for both academic and non-academic
• Knowledge of how Provosts Office relates to each academic and non-academic University office.
• Resolve problems and exercise independent judgment when making decisions.
• Ability to use empathetic listening skills and to calm upset individuals.
• Excellent public relations skills.

$31.36-37.00 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

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.

Click the Apply Now button to complete our online addition please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at

Hours: 37.5 hours per week

Closing date:December 5 2025

Note: External job postings will be up for at least three 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 a smoking and tobacco-free campus. For more information visit Experience:

IC