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Executive Assistant I; School of Nursing

Apply now Posting #: 2104
Position Status: Full-time regular
Location: San Diego
Position Type: School of Nursing and Health Science, Staff

Position Title & Department:

 Executive Assistant I; School of Nursing
Posting #


University Description:

The University of San Diego, a contemporary and engaged Roman 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 position:

  • Plays an essential role in the optimal operations of the Simulation Lab supporting labs and events for the MEPN and NP programs.
  • Provides support to the Associate Dean and Senior Manager, Simulation Specialist and Simulation Program Managers.
  • Maintains the Associate Dean’s, the Senior Manager’s and department calendars.
  • Manages the various databases utilized in the simulation lab.
  • Manages ordering of lab supplies and equipment.
  • Reconcile lab expense budgets as well as Associate Dean and Senior Director T&E reports.
  • Manage lab equipment check out and return.
  • Prepares drafts and final edits of program and meeting communications, correspondence, and reports.
  • Coordinate simulation lab events from both internal and external constituents.

Duties & Responsibilities:

Data Management: Collecting, Organizing and Reporting

  • Manages course evaluation data and reports in Course Eval, including collection of syllabi from department assistants, entry of evaluation questions, entry of faculty members into evaluation software application, deployment of evaluation surveys and summary reports.
  • Manages exam deployments in Examsoft, including entry of exam questions, setting up of course exams, assisting faculty and students with access to Examsoft and deploying assessment reports.
  • Manages student and preceptor data within Typhon, including entry of preceptor and student information, assisting students and faculty with entry of documents and evaluation, and deploying evaluation reports.
  • Manages program mapping data in TracDat for academic review, including mapping course learning outcomes to program learning outcomes including entry of associated documents and other information.
  • Manages data for accreditation and grant proposal, deploying reports as needed for faculty.

Administrative responsibilities to the Associate Dean, Senior Manager for Simulation and Innovation, Clinical Nursing Lab Reception and Customer Service

  • Provides customer service for incoming students, faculty and guests in person and via telephone.
  • Creates, maintains and coordinates calendars for simulation events, Associate Dean and Senior Manager for Simulation and Innovative Learning.
  • Prepares drafts and final edits of program and meeting communications, correspondence and reports.
  • Create and edit meeting minutes for departmental meetings.
  • Manage simulation product orders including office and simulation lab supplies and equipment.
  • Prepare monthly T & E Expense Reports, Petty Cash Vouchers and Travel Request Forms.
  • Reconcile SIM center budget with incoming invoices, P.O.s and receipts.
  • Arrange for airfare, registration and hotel accommodations for Director and Senior Manager.
  • Assign, track & collect lab keys to faculty and staff.
  • Arrange for cleaning and maintenance of building as needed or directed by the lab director.
  • Create and Maintain check out system for any lab equipment or supplies.
  • Designated USD “EMS” program room/area scheduler for DNSC

Simulation events and activities 

  • Schedule and coordinate sim lab events.
  • Assist with annual IPE event with UCSD School of Medicine and School of Pharmacy
    • Collect and manage participant reservations.
    • Organization and management of supplies for event.
    • Serve as check-in representative at the event.
    • Create and manage CEU nurse certificates.
  • Coordinate bi-annual Faculty Simulation Workshops
    • Collect and manage participant reservations.
    • Organization and management of supplies for event.
    • Recruit and organize required nursing faculty.
    • Create and manage CEU nurse certificates.
    • Assists with laboratory setup and processing of appropriate paperwork.
Job Requirements:

Minimum Qualifications: 

  • Bachelor’s degree required; additional experience may substitute for education at the rate of one year of experience is equivalent to two years of education.
  • Requires minimum three years of related work experience.
  • Experience in higher education and student services preferred.
  • Familiar with graduate level academic environment.
  • Special Event planning and meeting management skills.
  • Ability to independently work on assigned tasks and special projects.
  • Ability to contribute to diverse work groups.
  • Ability to maintain strict confidentiality.
  • Ability to organize and prioritize work and tasks effectively and efficiently.
  • Intermediate to advanced experience with computer and database skills.

Performance Expectations - Knowledge Skills and Abilities: 

  • Represent the Master’s programs with professionalism, caring, honesty, integrity and sincerity.
  • Extensive knowledge of University policies and procedures applicable to the HCI programs.
  • Familiarity with each program’s objectives, course sequencing and individual course clinical requirements.
  • Provide outstanding customer service to internal and external constituents in the performance of all duties related to the HSON and USD
  • Extensive skill with modern office practices and databases; working knowledge of computers and software. Ability to learn to new programs as needed.
  • Ability to anticipate and initiate projects, drafts, procedures, work independently, make decisions and collaborate with director, coordinators, students, and faculty to complete goals.
  • Represents the University and the School of Nursing supporting its philosophy, mission and goals.
  • Use independent judgment and negotiation skills when communicating with prospective, former and current students, clients, faculty, administrators, service suppliers, clinical agencies, and the community we serve.
  • Possess flexibility, versatility, patience and tolerance in order to contribute to evolving work situations, student and faculty requests, and continual clinical agency changes.
  • Ethical and legal practice, respectful of confidentiality of faculty and students, and maintains cultural responsiveness
  • Facilitates staff and faculty with the increasing technological requirements evolving in academia.
  • Follows FERPA regulations regarding confidentiality and student records. Uses discretion and critical thinking skills to consult and act on student issues.

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. 

Posting Salary:

$22.00 - $23.50 per hour; Excellent Benefits. 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), 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

Special Application Instructions:
Resume Required, Cover Letter Preferred
Click 'Apply Now' to complete our online application and, for full consideration, please upload a resume to your application profile for the hiring managers’ review.  You are also strongly recommended to upload a cover letter to your application profile for the hiring managers’ review.   If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu 
Additional Details:

Hours: 37.5 hours per week

Closing date: January 31, 2020

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 Standard Time
Applications close: Pacific Standard Time

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.