| Department Description: |
The Knauss School of Business at USD embraces a stewardship approach to business education. Stewardship requires businesses to protect and care for society in pursuit of a greater good. The Knauss School community of faculty, staff, students and graduates, embrace stewardship by applying values-driven, free-enterprise skills to improve businesses, industries, and the lives of people in our community and around the world. We provide academically rigorous, relevant and values-based education and research. Degree programs in the Knauss School of Business are AACSB accredited, with the undergraduate and MBA programs being highly ranked both domestically and internationally. www.sandiego.edu/business/about/
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| Detailed Description: |
This is a full-time, temporary, benefit-based position with an anticipated end date of June 30, 2026. The appointment is renewable at the discretion of the University and dependent upon performance and continued funding.
Provides support for the Executive Director as needed and general support of the Burnham-Moores Center as directed by the Executive Director. Interacts on behalf of the Executive Director with students, Policy Advisory Board committee members, senior industry leaders, and major donors. At the direction of the Executive Director, provides support in fund-raising activities, working with current and prospective donors using discretion and maintaining confidentiality of information. Provides administrative coordination for the READI (Real Estate Awareness and Discovery Initiative) program, including logistics with host companies, student organizations, transportation, catering, event materials, and communications. Manages program details from initial outreach to visit execution and post-event follow-up, ensuring a seamless experience for all participants. Occasionally may need to work evenings and/or weekends to support BMC operations and programming.
Duties and Responsibilities:
The BMC Executive Assistant II is responsible for orchestrating a wide range of complex functions. Plans, organizes, schedules, implements, and monitors activities, such as:
- Assists with maintenance of the Center's mailing and fundraising database.
- Maintains PAB and BMC Real Estate Committee account information in Salesforce and Advance.
- Ensures the Salesforce records are kept current and accurate by recording changes including Policy Advisory Board and BMC Real Estate Committee members information, membership tracking, mailing preferences, address details, and financial information.
- Prepares OneCard reports and reimbursements for the Executive Director and Alumni Manager including account allocation codes to the Burnham-Moores Center's operating budget.
- Assists BMC professionals in support of the Center's programs.
- Works closely with the Budget Manager on budget-related duties.
- Coordinates training sessions for the PCE instructors and prepares course timesheets.
- Creates weekly job postings for the Assistant Director of Student and Career Services.
- Provides event management support as needed.
- Manages the BMC mail process.
- Manages BMC parking account, citations and daily permits.
- Verifies invoice accounts and resolves payment discrepancies in collaboration with the KSB Finance and Administration team.
- Oversees the submission of building maintenance and repair, work orders, key/locks etc. related to the BMC space.
- Prepares documents in Excel, Word, PowerPoint slides, agendas, presentations, reports and specialized projects in support of the objectives of the Executive Director.
- Assists the Assistant Director of Student and Career Services in sending McQuaig assessments and invoicing.
- Orders supplies and works with vendors per Unimarket guidelines.
Works with Executive Director on Burnham-Moores Center fundraising, which is a significant undertaking and the Center's main source of revenue. Responsibilities include:
- Prepares all pledge and payment reminders to donors.
- Processes all donations ensuring procedures are followed and information is recorded correctly onto the database.
- Creates all Gift Processing Forms.
- Extracts financial and endowment reports in Workday.
- Maintains fundraising records, tracking all donations and fundraising/donor reports.
- Tracks and updates sponsorship payments.
- Runs special fundraising reports at the Executive Director's request.
- Tracks to make sure payments have been made in a timely manner.
- Works with university's main Development office and KSB’s Finance and Administration team to ensure records are accurate.
- Performs data searches on donors via Advance.
Administrative support for the Executive Director of the Burnham-Moores Center will include:
- Serves as interface with industry professionals on behalf of the Executive Director.
- Assists with special projects as needed.
- Arranges some on- and off-campus meetings for the Executive Director.
- Coordinates on behalf of the Executive Director in interactions with visitors and callers.
- Answers telephones, responds to requests for information; resolves problems as appropriate.
- Assists with other events hosted by the Burnham-Moores Center for Real Estate as requested by the Executive Director.
Oversees the administrative support for the READI (Real Estate Awareness and Discovery Initiative) program:
- Act as main point of contact for Host Company.
- Determine and connect to the point of contact coordination with company.
- Follow-up and coordinate with company for visit details, i.e. names, parking, location, time, etc.
- Coordinate visit logistics, including sending calendar invite to CO and printing name tags for company participants.
- Student/Educational Organization (EO) Interaction
- Print name tags for students and members of the EO.
- Confirm student names/allergies with EO.
- Send 45-day, 30-day and 15-day reminders to the EO.
- Coordinate transportation, including scheduling, maintaining and following up with transportation details, and organizing snacks and water for bus rides.
- Coordinate catering, including confirming and ordering catering as appropriate
- Send calendar invites to BMC.
- Prepare visit bags (name badges, check-in, table tents, etc.).
- Coordinate slideshow presentation, upload to YouTube, send to the CO and BMC team.
- Confirm slideshow is uploaded to website.
- Coordinate details for closing ceremonies, including but not limited to creating and printing completion certificates.
- Maintain and order swag.
Other duties as assigned.
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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| Job Requirements: |
Minimum Qualifications:
- Bachelor's degree from an accredited college or university.
- High school diploma and two additional years of may substitute for Bachelor’s degree.
- Three years in office management and/or general administrative support.
Preferred Qualifications:
- Bachelor’s degree in business or related field from an accredited college or university.
- 3+ years’ experience in office management and/or general administrative support within higher education and/or the real estate industry.
Performance Expectations - Knowledge, Skills and Abilities:
- Experience supporting hands-on fundraising activities involving small as well as major gifts while treating all donors with equal respect and gratitude.
- Proficiency in Microsoft Office: Outlook, Word, Excel, Publisher, PowerPoint.
- Experience working with databases (ACT, Advance and SalesForce preferred).
- Time management and organization of multi-tasking work requirements.
- Ability to interact comfortably with senior executives.
- Independently manage tasks and workload.
- Independent judgement in a wide variety of fast-paced business environments.
- Must possess flexibility and versatility to contribute to evolving work situations.Attention to detail essential.
- Discretion and ability to maintain confidentiality.
- Must project positive image of the University and the Burnham-Moores Center.
- Excellent human relations and interpersonal communications skills.
- Ability to work in a demanding environment, while maintaining superior customer service standards to students, faculty, staff and industry leaders.
- Ability to function with a high degree of autonomy.
- Effective communication, both verbally and in writing.
- Comfortable working with diverse personalities at all levels (from students to senior executives).
- Ability to manage stress of last-minute deadlines and changes.
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