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Administrative Assistant II

Apply now Posting #: 3597
Position Status: Full-time regular
Location: San Diego
Position Type: Center for Educational Excellence, Staff

 

Position Title & Department:

 Administrative Assistant II; Center for Educational Excellence
Posting #

3597

Department Description:

ABOUT THE CENTER FOR EDUCATIONAL EXCELLENCE

The Center for Educational Excellence (CEE) is the University of San Diego’s center for pedagogical development, working to inspire and support faculty to grow in their teaching and in all their interactions with students. Through a variety of opportunities, rooted in our values, we seek to inspire educators to adopt practices that lead to meaningful student learning; enhance the success of interactions between teachers and learners; and cultivate relationships among our community of educators. The CEE team consists of a director, program coordinator, administrative assistant, two student assistants, and four faculty liaisons.

OUR COMMITMENT AND PRACTICES FOR EQUITABLE EMPLOYMENT

At the Center for Educational Excellence (CEE), we are committed to advancing academic excellence and creating a diverse and inclusive community. The University of San Diego (USD) is an engaged, contemporary, Catholic university, and members of all faiths (or no faith) are welcome. At the CEE, we believe that it is imperative to anchor our work in a commitment to equity in all its forms, recognizing the ever-evolving nature of injustice. Starting from our hiring process to how we engage on a day-to-day basis, we are continuously implementing new strategies to overcome our own implicit and explicit biases while working to shift our larger campus culture toward antiracist and antiheterosexist practices, among other forms of institutional inclusion. We seek to create an environment where all members of our office team and campus community thrive, aligned with the university’s Horizon Project goals.

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:

ABOUT THE ADMINISTRATIVE ASSISTANT POSITION

At the CEE, we create, organize, and facilitate a variety of different opportunities for faculty to develop their teaching methods and practices. These opportunities include communities of practice, reading circles, keynote speakers, and workshops (see webpage for examples). All of these offerings require planning, organizing, and reviewing to make sure we are providing successful, inclusive, and meaningful ways to engage faculty. The administrative assistant has a crucial role in managing the logistics for each of these offerings. Beyond this, the administrative assistant is also responsible for managing all administrative tasks for successful office operation. The administrative assistant works under close supervision from the Program Coordinator.

WE ARE LOOKING FOR SOMEONE WHO IS:

  • Committed to social justice, diversity, equity and inclusion, grounded in a commitment to enact inclusivity in everyday practices that foster a warm and welcoming office environment. 
  • Willing to invest time and energy in one’s own personal and professional growth as part of their work schedule. 
  • Effective with communication skills, embodying professionalism and compassion for others, both in interactions among the office team as well as with the broader campus community. 
  • Effective with time management skills, including strategies for: prioritizing tasks; coordinating multiple events in parallel; and working independently with minimal supervision. 
  • Flexible to adapt to circumstances as they arise and respond with diplomacy and compassion.
  • Willing to build relationships with others across the campus community and to gain a working knowledge of the various units and roles within the university. • Committed to maintaining confidentiality of information as appropriate for a professional context in addition to university policies and the Family Educational Rights and Privacy Act of 1974 (FERPA).
  • Available to occasionally work early mornings, evenings or weekends when necessary

YOU WOULD BE RESPONSIBLE FOR

The administrative assistant (AA) position can be broken down into two main areas of responsibility - Office Operations and Event Scheduling. 

Duties & Responsibilities:

Office Operations Duties (60%):

  • Welcoming all visitors to the office; answering phones; providing general information. 
  • Managing all appointments and meetings including scheduling rooms, inviting participants via Google calendar, confirming meeting time and location with attendees, preparing agenda and other documents, and recording meeting notes. 
  • Producing all administrative forms (office purchases, stipend requests, invoices). 
  • Composing and responding to CEE communications and correspondence (mail merges, departmental letters, email, etc.). 
  • Assisting with preparation of year-end reports via data-tracking.
  • Organizing and maintaining CEE records/files. 
  • Completing monthly supply inventory and purchasing supplies and equipment as needed.
  • Assisting, as needed, with updates and content maintenance for the CEE website.
  • Coordinates travel/conference arrangements: hotel and airline reservations, conference and retreat payments/deposits, and transportation needs

Event Scheduling Duties (40%):

  • Managing event logistics such as room reservations, Zoom meetings, event registration pages, sign-up sheets and Google calendar invites.
  • Organizing and submitting event contracts such as catering invoices and speaker fees. 
  • Maintaining online spreadsheets that track the details and status of each event.
  • Sending event reminders and follow-up to event participants and presenters via email. 
  • Assisting with event setup such as meeting caterers and preparing meeting rooms and materials.
  • Meeting with the team to strategize, discuss, and report about preparations for program offerings.
Job Requirements:

Applicants from all backgrounds are welcome to apply. 

Minimum Qualifications: 

  • Minimum high school diploma or General Education Diploma (GED) equivalent (preferred: graduation from an accredited college or university with a Bachelor's degree) plus 3-5 years of progressively responsible administrative support experience. Additional education may substitute for work experience at the rate of 2 years of college = 1 year of experience.
  • Minimum 1-2 years of event scheduling experience.
  • Proficient in Microsoft suite (Word, Excel, etc.) and Google Suite (Docs, Sheets, Calendar, Forms, etc.).

Tools and Equipment Used: 

Personal computer (Windows environment), Microsoft Suite, Google Suite, Zoom, Cascade web management system, Qualtrics survey tool, image editing software such as Adobe Photoshop, audio and video recording devices, multi-line telephone, copier, fax machine and other related office equipment.

Physical Demands: 

The administrative assistant will frequently sit; talk; hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms. The administrative assistant will occasionally walk and must occasionally lift and/or move objects up to 25 pounds. The administrative assistant will occasionally push a wheeled cart around campus for approximately 10 minutes. The administrative assistant must be able to see closely and be able to adjust focus for use of computer and distance visibility.

Work Environment: 

The work environment is in an office setting. The building is air-conditioned. The noise level can vary from very quiet to moderately loud depending upon activities at any given time. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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. 

Note: The duties listed above are intended only as illustrations of the various aspects of the position and the types of responsibilities that may be performed.  The omission of specific statements does not exclude them from the position if work is similar, related or a logical assignment to the position.  The position description does not constitute an employment agreement between employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.

Posting Salary:

$16.79 - $18.74 hourly (depends on experience); Excellent Benefits. 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 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 and Cover Letter Required

Click Apply Now 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 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:

Hours: 37.5/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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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.