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Executive Assistant I

Apply now Posting #: 3963
Position Status: Full-time regular
Location: San Diego
Position Type: School of Leadership and Education Sciences

Position Title & Department:

 Executive Assistant I; School of Leadership and Education Sciences 
Posting #

3963

Department Description:

The School of Leadership and Education Sciences (SOLES) at the University of San Diego believes in academic excellence, innovation, and a strong commitment to equity and inclusion. We educate, engage, model, mentor, and challenge the campus community to promote social justice and ignite meaningful change in our diverse society.

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:

We seek an individual dedicated to engagement with students, faculty and administrators; and invested in social justice, equity, and inclusiveness. Strong administrative skills, combined with a sense of mission for the department, are also needed, as is a sincere commitment to promoting diversity and inclusion.
The Executive Assistant (EA) provides complex and confidential administrative support and technical duties of the Department of Counseling & Marital and Family Therapy academic programs and faculty. In a fast-paced office setting, the EA provides direct support to the Department Chair, Program Directors, Academic Program Manager, and will provide support to the department faculty. Serves as liaison for all Counseling & Marital Family Therapy (C&MFT) students in the department, community members and constituents.

Uses independent judgment to provide direct support to the Department of Counseling & Marital and Family Therapy Chair. Proactively identifies issues and makes suggestions for resolution. Serves in the capacity of general office management, including word processing, photocopying, mail distribution, answering telephones and voice and email messages. Participates in formulating, implementing, and evaluating operational policies and procedures. Troubleshoots problems, makes recommendations, and handles highly confidential matters and materials in a time sensitive environment. Responsible for tracking departmental budget and expenses. Participates in formulating, implementing and evaluating operational policies and procedures. Performs complex administrative duties such as the development of handbooks and the creation and maintenance of student records. Interacts closely with on and
off-campus constituents in the planning and coordinating of department and program events. Independently composes correspondence, handles crises, organizes travel, prepares travel and campus reimbursement requests, and manages all office documents and visitors. Serves in the capacity of general office management for faculty, as assigned, and acting as liaison between faculty and students. Tracks and monitors all correspondence and deadlines. Responds to faculty and student inquiries and concerns as appropriate, with diplomacy and discretion. Coordinates administrative components of special projects as needed.

Duties and Responsibilities: 

Program and Budget Administration

  • Utilizes high-level administrative management and independent judgment to check, trace, and follow up on various complex administrative and program management issues.
  • Independently responsible for managing the Chair’s calendar and appointment schedule on a daily basis, including appointments with program faculty, students and outside constituents. Involves evaluating the appropriateness of the appointment request.
  • Independently assists the Department in performing high-level administrative tasks including the creation of spreadsheets with Microsoft Excel, updating and utilizing student records primarily on web-based programs.
  • Autonomously assists the Department Chair on a daily basis through responsibilities such as meeting planning and preparation, verifying that paperwork submitted for signature is complete and free of errors; ensuring that the Department Chair is provided with all necessary information.
  • Coordinates the logistics for Departmental meetings; coordinates services with the university Facilities department and/or SOLES Budget and Operations office to prepare meeting facilities; coordinates services with the USD Banquets and Catering office for refreshments; assists with drafting the agenda; and independently prepares materials/handouts.
  • Records and maintains thorough and accurate minutes for the various Counseling & Marital and Family Therapy Faculty and/or Department Meetings. Distributes/posts the minutes of the meetings within timeliness and upon approval by the necessary department personnel and attendees.
  • Tracks and monitors all departmental budget and expenses. Processes check requests, requisitions, purchase orders, honorariums and stipends for special projects and department Faculty. Responsible for the accuracy and completeness of all requests for allocation of departmental funds, as well as verifying availability of funds, prior to submitting for budget approval.
  • Generates statistical, analytical, personnel, and financial reports for program budgets.
  • Manages and coordinates the graduate admissions process for the Department of Counseling & Marital and Family Therapy graduate programs as assigned, including reviewing application reports and materials from Graduate Admissions and Xtender (online document program), ensuring the completeness of files. Pre-qualifies applicants prior to distribution to faculty for review. Maintains documentation on all applicants, assigns applications to be read by faculty, collects the feedback, invites applicants to interviews, sets up the times for the interviews and schedules faculty for group interview times. Communicates effectively with Graduate Admissions (via email and through data entry into Salesforce) and the SOLES Office of Outreach and Admissions to ensure timely and informative responses to all questions and issues with prospective students/applicants.
  • Supports the department in conducting Counseling & Marital and Family Therapy faculty searches. Manages all aspects of faculty searches, including the management of advertisements, responding to applicant inquiries, and the preparation of schedules for visiting candidates.
  • Works with the department administrators to coordinate, plan, and ensure consistency and accuracy of course scheduling. Submits all course schedules by stated deadlines and independently manages schedule changes, additions and deletions as requested by the Chair or program directors. Also facilitates faculty requests for classroom assignments and any other course related scheduling of space. Assists with book orders and course materials as needed.
  • Coordinates with faculty to design summer advising assignments, including the use of discretion to allocate hours according to student needs. Coordinates and implements Department orientation, advising and informational meetings.
  • Monitors SOLES, USD, and external deadlines for event/project details such as catering, publicity/marketing, etc. when planning meetings and events.
  • Provides additional departmental support in the planning and coordination for program events and provides periodic administrative support for occasional functions and events held in the evenings and/or weekends. Including but not limited to creating advertisements, posting on USD websites and collecting RSVPs.
  • Composes and types letters and memoranda, including multiple letters and emails using field merges.
  • Prepares correspondence and manuscripts, including word-processing and graphic assistance for research-based documents.
  • Updates, maintains, and distributes program handbooks and manuals to students, faculty and staff as necessary.
  • Types, develops and maintains departmental forms as needed. This sometimes requires coordination with ITS for eforms.
  • Tracks student data including but not limited to: international requirements, research defense, comprehensive exams, and exit data.
  • Creates student files and records during the admissions process. Handles and/or disposes of student records in appropriate & confidential manner.
  • Responsible for independently revising, maintaining and updating official web sites for the Department of Counseling & Marital and Family Therapy.
  • Creates and distributes confidential letters and dismissal notices.
  • Independently and thoroughly collects and records course syllabi, and other materials as needed, and posts updated materials on SOLES websites or drives.
  • Assists faculty as needed with final grades, follows up on incomplete forms and removal of incomplete forms in collaboration with faculty and the registrar’s office.
  • Supports the processing and distribution of information related to course evaluations for all COUN and MFTS courses. Is responsible for timely and confidential handling of results.
  • Orders and maintains Departmental office supplies.
  • Ensures proper maintenance of facilities in the Department of Counseling & Marital and Family Therapy and/or reports needs to the SOLES office of Budget and Operations.
  • Makes travel arrangements, handles conference registrations, hotel reservations, etc. for Department Chair business travel as needed.
  • Photocopies, proofreads, files.
  • Performs research as may be requested by the Academic Programs Manager, Department Chair and other program directors in the department.
  • Communicates effectively with SOLES Office of Outreach and Admissions, Graduates Admissions, Graduate Records, One Stop, Provost’s Office, and other departments as needed.
  • Assists with accreditation coordination for reporting and visits, including compiling of reports/data, making revisions, editing for both grammar and formatting, including links for supporting materials, etc.
  • Coordinates contract execution for adjunct faculty, overload for full-time faculty, new-hire paperwork for graduate assistants, faculty, etc.
  • Coordinates contract storage for practicum, field experience and other affiliation agreements with community partners.
  • Coordinates submission of Continuing Education documentation, as well as archives all documentation on department drive.

Faculty and Staff Support

  • Coordinates overall onboarding process for new faculty and staff. Assists new C&MFT employees (Adjunct Faculty, Full-Time Faculty, Staff and Administrators) in acclimating to SOLES by providing handbooks, paperwork, important information and helpful contact information.
  • Collect and record pertinent faculty/program information (course rosters, faculty directory forms, grades and vita) and faculty forms (Outside Employment, Program Planning, Out of Office forms), ensuring proper routing to the appropriate offices.
  • Independently and thoroughly collects and records course syllabi, and other materials as needed.
  • Distributes course evaluation reports on a semester basis to department chair and program directors.

Student Support 

  • Independently manages and responds to student inquiries, referring to university offices where appropriate. Relay student feedback to faculty and administrators as needed.
  • Maintains and fosters inclusive and respectful departmental environment in appreciation of multiple student experiences and backgrounds.
  • Processes student forms, including obtaining appropriate signatures and tracking forms once forwarded to various campus offices (Petition to Graduate, Change of Program, Add/Drop Forms, etc.).
  • Updates and revises program handbooks annually.
  • Completes student room reservation requests.
  • Manages department blog, providing information on deadlines, events, reminders, announcements, job opportunities, etc. to CMFT students.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.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:

  • HS Diploma plus 3-5 years of progressively responsible administrative and management/executive support experience. Additional education may substitute for work experience at the rate of 2 years of college = 1 year of experience.
  • Commitment to social justice, diversity, equity and inclusion.
  • Ability to make independent decisions, and provide consultative services to administrative and academic personnel.

Preferred Qualifications:

  • Bachelor’s degree strongly preferred.
  • Experience in monitoring fiscal resources.
  • Ability to develop effective collaborative relationships with faculty, administration, and external constituencies.
  • Demonstrated commitment to department principles and goals.

Performance Expectations: Knowledge, Skills and Abilities:

  • Proficiency in Microsoft Word, Excel, and Internet and web-based applications including google drive, google sheets and google docs.
  • Ability to use independent judgment to effectively plan activities and achieve project goals.
  • Knowledge and understanding of management principals, office protocol and practices.
  • Ability to manage and coordinate multiple, simultaneous programs and tasks.
  • Must possess strong organizational and analytical skills.
  • Must possess excellent, verbal, and interpersonal communication skills.
  • Ability to be self-directed and work independently and prioritize workload effectively.
  • Ability to operate a personal computer and other general office equipment.
  • Ability to meet deadlines.
  • Ability to work effectively under pressure.
  • Ability to work occasional late hours and on the weekends.
  • Ability to contribute in creative and dynamic ways, to the larger vision of a growing organization.
  • Ability to triage and prioritize calls, set priorities and make decisions.
Posting Salary:

Commensurate with 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 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 Standard Time
Applications close:

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