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Executive Assistant 1

Apply now Posting #: 4162
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, University Advancement

Position Title & Department:

 Executive Assistant 1; University Advancement
Posting #


Department Description:

The Advancement Services department operates within the University Advancement division and is responsible for processing, recording and maintaining all gifts and gift documentation directed to the university.

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:

The executive assistant 1 (EA1) will provide comprehensive executive support to the Office of Development’s senior director along with administrative and programmatic support for centrally-based development officers and the Offices of Foundation Relations and Planned Giving, hereafter known as the “central development team” (CDT). The EA1 makes appointments and assists with travel arrangements, coordinates meetings across campus and with external constituents, and manages calendars for members of the development team. This position will also serve as the primary receptionist for the suite, creating and maintaining a professional and welcoming environment. The EA1 will field questions relating to every aspect of departmental operations and projects. This position will represent the department on the phone and in person to donors, constituents, prospects, and university leadership, as appropriate. In the absence of the office manager for Development, this position will assist the associate vice president/senior divisional leadership, as needed.

Duties and Responsibilities

Administrative and Programmatic Support

  • Administrative support for CDT members including, but not limited to:
    • Coordinate calendars, schedule meetings, and make travel arrangements;
    • Compose, edit, and file correspondence/stewardship;
    • Support activities around donor cultivation/prospect management
      programs and initiatives
  • Input relevant information and confidential donor records in CRM system
    (Ellucian Advance™); verify accounts for proper entry; and monitor donor gifts
    for status changes.
  • Complete and submit gift processing forms for all gift types and payments;
    input contact reports, prepare reports and database research as directed.
  • Coordinate on- and off-campus meeting logistics including arranging dining
    reservations, ordering catering, scheduling meeting rooms and reserved
    parking for guests including other accommodations for those with special
  • Send meeting notices/updates, confirmations, and collateral materials.
  • Assist in mailing projects including annual coordination of endowment report
  • Attend University Advancement meetings/workshops, taking detailed notes as
  • As determined by the senior director, the EA1 will perform other duties and
    support various projects for the CDT.

Office Management and Reception

  • Manage and adjust office workflow in an environment with continually shifting priorities for maximum efficiency; ensure deadlines are met on a daily basis.
  • Greet and assist visitors, respond to general office correspondence; sort and deliver mail
  • Answer and screen phone calls; personally provide requested information or
    refer calls to appropriate staff; provide courtesy support for other offices as
  • Responsible for written and electronic correspondence.
  • Responsible for organization and maintenance of both electronic and paper
  • Independently maintain physical appearance of work space, reception area,
    and storage areas.
  • Inventory and purchase office supplies and stewardship gifts.
  • Assist with special university, community, and constituent events as needed.
  • Work collaboratively with University Advancement staff and the Office of
    Special Events on the production of development events.
  • Train and orient Federal Work Study (FWS) students assigned to the

Departmental Website Maintenance

  • Maintain and update content, interactive links, and files on the websites for the development departments, thereby keeping content current and accurate; recommend new pages for the Giving section to reflect the dynamic nature of the division’s mission, resources, policies, messaging, and stewardship.
  • Troubleshoot formatting problems related to publishing updates and ensure consistency within and between web pages.

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

  • Requires high school diploma.
  • Minimum of two years’ related work experience including an understanding of standard office procedures and best practices, equipment, and business/professional ethics. Two years of college education may substitute for one year of work experience.
  • Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills; must exhibit attention to detail with a high degree of accuracy.
  • Strong command of the English language including grammar, spelling, punctuation, formats, proofreading, and syntax.
  • Must be able to work independently, with the ability to take initiative and ascertain priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
  • Ability to problem solve and anticipate the needs of the department; be
    responsive and flexible in order to contribute to evolving work situations.
  • Must possess excellent interpersonal, organizational, and time management
  • Intermediate experience of MS Office programs and Google applications;
    experience with CRM platforms; ability to learn new computer programs
    quickly and efficiently.
  • Must be friendly and personable; mature with a positive attitude.

Preferred Qualifications

  • Bachelor’s degree.

Performance Expectations- Knowledge, Skills and Abilities

  • Commitment to working as a member of a team and collaborate with colleagues.
  • Strong sense of integrity and ethical conduct.
  • Cultural competency and sensitivity a must; ability to understand different cultural contexts and viewpoints, demonstrate respect for others, adapt to different cultural settings; and accept cultural differences.
  • Ability to perform complex clerical functions and make accurate databases updates with a minimum of supervision.
  • Must exercise sound judgment and independent initiative on a wide range of assignments and special projects.
  • Communicate with clarity, and maintain an attitude that conveys respect, cooperation, honesty, and resourcefulness.
  • Must have the ability to act with tact and diplomacy and handle confidential information with discretion.
  • Knowledge of USD’s policies and procedures.
  • Ability to work some evenings and/or weekends for events and programming, as needed.
Posting Salary:

$21.88 - $24.93 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, 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 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.