| Department Description: |
Rooted in social justice, led by compassion, inspired by curiosity, driven by a shared vision.
Mother Rosalie Hill Hall on the University of San Diego campus is home to the School of Leadership and Education Sciences' (SOLES) vibrant and vision-driven collective of academic departments, centers and institutes. Here, we combine innovation with introspection, academics with real-world application, and study with social impact.
Our nationally-accredited programs span the realms of leadership, teaching and counseling, both at graduate and undergraduate levels. They're all approached with an emphasis on social justice, multiculturalism and a determination to forge a better world together.
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| Detailed Description: |
The Executive Assistant will provide high-level, sophisticated administrative support to the Assistant Dean for Recruitment, Enrollment, and Enterprise Development (REED). This role will focus on strategic coordination, project management, and operational leadership, ensuring the efficient functioning of daily operations within REED. The Executive Assistant will manage the Assistant Dean’s calendar and meetings, work with confidential information, oversee key initiatives and community partnerships, and facilitate seamless communication. Additionally, the Executive Assistant will support cross-departmental collaboration and assist in executive-level decision-making by gathering materials, creating reports, and facilitating communication. , playing a pivotal role in advancing REED’s goals and objectives.
Duties and Responsibilities:
Executive Administrative Support
- Provide comprehensive high-level administrative support to the Assistant Dean for Recruitment, Enrollment, and Enterprise Development (REED), ensuring the smooth and efficient operation of daily activities.
- Manage and coordinate the Assistant Dean’s calendar, including scheduling meetings, conferences, and travel arrangements, while prioritizing tasks and appointments based on urgency and importance.
- Coordinate domestic and international travel arrangements for the Assistant Dean, including booking flights, accommodations, transportation, and creating detailed itineraries to ensure smooth travel logistics.
- Prepare, edit, and proofread reports, presentations, correspondence, and other materials as required, ensuring quality and professionalism in all communications.
- Assist with the development and implementation of key REED initiatives, including strategic planning and project management, ensuring that deadlines are met and tasks are tracked appropriately.
Data Management
- Handle sensitive and confidential information with the utmost discretion and care, adhering to all privacy and confidentiality policies and protocols.
- Ensure the secure management and organization of confidential documents, both digital and physical, including student records, internal reports, and financial documents.
- Support data collection and analysis for various REED programs and initiatives, ensuring the integrity and accuracy of all information.
- Maintain accurate tracking systems for key initiatives, ensuring that all project details are well documented and easily accessible to the Assistant Dean.
Communications and Stakeholder Engagement
- Serve as the first point of contact between the Assistant Dean and internal/external stakeholders, ensuring effective communication and fostering strong professional relationships.
- Coordinate and prepare materials for meetings with faculty, staff, external partners, and other stakeholders, including agendas, reports, and presentations.
- Manage email correspondence on behalf of the Assistant Dean, ensuring timely responses to inquiries, scheduling, and follow-ups.
- Coordinate and organize events, workshops, and conferences related to REED programs, including logistics, invitations, and communication with participants.
- Act as a liaison to ensure that all stakeholders are aligned with the goals of REED and informed of relevant updates and initiatives.
Project Coordination and Support
- Assist the Assistant Dean in the development, execution, and evaluation of major REED projects, including the creation and launch of continuing education courses and community partnerships.
- Coordinate project timelines, tasks, and deliverables, ensuring that all stakeholders are informed and deadlines are met.
- Provide organizational support in the development of continuing education programs, from initial concept to program delivery, ensuring alignment with REED's goals and objectives.
- Assist in the establishment and cultivation of community partnerships, supporting the Assistant Dean in outreach, relationship-building, and the formalization of agreements or collaborations.
- Track and manage the progress of ongoing projects, ensuring milestones are met and action items are completed in a timely manner.
- Monitor and report on the status of various REED programs and projects, identifying potential issues or areas of improvement, and recommending solutions.
- Coordinate and support admissions and enrollment processes by assisting with the scheduling and logistics for interviews with prospective students, ensuring smooth communication between applicants, department chairs, and faculty.
- Serve as a point of contact between the Assistant Dean, department chairs in regards admissions and recruitment process to ensure that candidate evaluations and decisions are coordinated effectively.
Office Management
- Serve as office manager the Assistant Dean, ensuring that office operations are efficient and smooth.
- Manage and prioritize incoming requests for assistance, effectively delegating tasks as needed to ensure timely and efficient completion.
- Coordinate the logistics of meetings, events, and conferences, including securing venues, arranging catering, preparing materials, and ensuring the timely execution of all details.
- Support the Assistant Dean with tasks related to personnel management, such as scheduling performance reviews, supporting employee communications, and assisting with onboarding processes for new staff.
Concur Reimbursement Management and Travel Arrangements
- Manage the Assistant Dean’s travel arrangements, including booking flights, accommodations, and transportation through the appropriate channels, ensuring compliance with university travel policies.
- Prepare and submit travel-related expense reports in Concur, ensuring accuracy and timely submission for reimbursement processing.
- Assist the Assistant Dean in reconciling credit card statements and travel expenses, ensuring all financial documentation is complete and in line with university policies.
- Provide ongoing support for travel logistics, including troubleshooting travel issues, rescheduling, and ensuring all necessary documentation is in place for travel and reimbursement.
Additional Duties
- Continuously seek opportunities to improve office systems and workflows, making recommendations for process improvements as appropriate.
- Assist with special projects and other tasks assigned by the Assistant Dean, adapting to changing priorities and taking on new responsibilities as needed.
- Serve as a backup to other administrative staff within the REED office as needed, providing additional support during peak periods or absences.
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.
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