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Executive Assistant

Apply now Posting #: 4903
Position Status: Full-time temporary
Location: San Diego
Position Type: Staff, School of Leadership and Education Sciences

Position Title & Department:

Executive Assistant; School of Leadership and Education Sciences - The Center for
Restorative Justice
Posting #


Department Description:

The USD Center for Restorative Justice prepares the next generation of diverse restorative justice leaders and provides research, training, and consultation in needs and projects within and beyond higher education. Our certificate programs provide a comprehensive introduction to restorative justice facilitation and leadership through both academic coursework and a skill-building intensive workshop. We offer various restorative training programs and workshops open to the public. The Center for RJ has an operating budget of approximately $400,000 dollars a year, two faculty, graduate assistants, and another 40-50 trainers, consultants, and volunteers working nationally on a variety of projects.

University Description:

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 humanity’s urgent challenges.

Detailed Description:

This is a full-time, temporary, benefit-based position with an anticipated end date of December 31, 2025, with a possibility of reappointment.

The Executive Assistant works closely with the Assistant Director to support The Center for
Restorative Justice in the School of Leadership and Education Sciences (SOLES). Responsibilities range from project management coordination (from the project development stage through project completion) to administration (information technology, financial tracking and reporting, facilities), human capital (HR/recruiting, prioritizing diversity/equity/inclusion, mentoring graduate assistants and volunteers), and communications/marketing. The position requires close interaction with on- and off-campus constituents, including advisory council, training coordinators, practice group leaders, initiative leaders, donors, clients, faculty, and students. Through systems, processes, and hands-on management, the Executive Assistant ensures that the Center is a welcoming and inclusive community. Additional characteristics and requirements include managing deadlines and competing priorities, using independent judgment to respond to inquiries and concerns as appropriate, handling sensitive issues, and ensuring timely follow-up and resolution of all issues.

Duties and Responsibilities:


  • Work closely with directors and program leaders to oversee day-to-day operations.
  • Prepare agendas and take meeting notes for staff and leadership team meetings.
  • Liaise with USD IT and vendors for software and hardware upkeep.
  • Maintain a database of procedures and points-of-contact for: Budget, Staffing, SOLES Administration, National Team, and Trainers.
  • Organize essential Center documents in Google Drive.
  • Professionally represent the Center through email and phone communications, campus events, and conferences.
  • Collaborate with Center staff in managing projects, providing updates, and monitoring status from conception to completion.
  • Support directors with in-house and off-campus contract trainings from planning and inception to post-training analysis for continuous improvement.
  • Update standard operating procedures as modifications arise.
  • Support the Center’s grant projects and partnerships including the Restorative Justice Network of Catholic Campuses and the National Center on Restorative Justice.
  • Assist directors with maintenance and organization of professional certificate.
  • Support partnership with Community College of Philadelphia through administrative tasks.
  • Assist with annual restorative retreat planning and implementation.
  • Contribute to or lead additional projects outside of typical duties to help further accomplish Center goals. Additional assignments may be seasonal or ongoing, depending on the project.


  • Assist with Workday and Concur tasks in regards to budget maintenance, direct reconciliation, tracking, and following through on all charges, reimbursements, payments, and interdepartmental transfers.
  • Ensure the Center, partners, and national team are in compliance with University financial policies.
  • Remain informed, knowledgeable of, and follow current University policies and procedures.
  • Support the Center’s partnerships through logistical and financial processes, which includes gift agreements, grant, contract, and service agreement payments, and submitting journal entries when adjustments are necessary.
  • Assist Center staff, national team, and partner organizations with travel logistics.
  • Responsibly purchase materials and supplies for Center office and trainings.

Marketing & Communications:

  • Plan, organize, edit and send monthly newsletter through Hubspot.
  • Coordinate monthly social media themes and general strategy.
  • Implement Certificate in RJ marketing plan throughout academic year.
  • Identify key feature stories in collaboration with the Assistant Director and Student Assistants.
  • Schedule and approve social media posts as required.
  • Maintain and audit the Center’s website consistent with university communications standards.
  • Create marketing materials and support events through marketing and communication strategies.
  • Follow SOLES and USD brand standards, attend training.

Human Resources:

  • Supervise, train and approve time cards for student assistants (Graduate and Undergraduate students)
  • Delegate tasks, provide performance feedback and mentoring to student assistants.
  • Advertise positions and hire student assistants as necessary.
  • In collaboration with Directors, support on-boarding and off-boarding of team members.
  • Support processes to enhance the culture and climate of the Center’s team.
  • Collate and submit HR paperwork for trainers, student assistants, coaches, and other personnel being paid through the Center.

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 COVID-19 vaccination recommendations.  For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

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:

  • Bachelor’s degree and evidence of responsible, professional-level administrative experience required.

Performance Expectations - Knowledge, Skills and Abilities:

  • Skills related to above tasks, detail-oriented and excited about the work of the Center for Restorative Justice .
  • Successful marketing and social media experience.
  • Background in restorative justice and university administration.
  • Familiarity with various software such as Workday, Concur, Google Suite, Zoom, Canva, Hubspot, Salesforce, etc.
  • Success in roles requiring execution of multiple tasks while responding to multiple priorities.
  • Proven ability to work with efficiency, flexibility, and diplomacy.
  • Demonstrated ability to build and maintain relationships with a wide array of people.
  • Operates with excellence in mind in all matters, with the confidence to defend/debate ideas while maintaining a diplomatic atmosphere.
  • Excellent communication and interpersonal skills.
  • Ability to be transparent, direct, and diplomatic. Self-starter, self-disciplined.
Posting Salary:

$22.99 - $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 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.

Special Application Instructions:
Resume and Cover Letter Required

Click the 'Apply Now' button to complete our online application. In 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 jobs@sandiego.edu.

Additional Details:

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 tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf. This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at clery@sandiego.edu, by calling (619) 260-4768, or in-person in the Hughes Administration Center, room 150.