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Executive Assistant 1, Development – College of Arts and Sciences

Apply now Posting #: 4181
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, College of Arts and Sciences, University Advancement

Position Title & Department:

 Executive Assistant 1, Development – College of Arts and Sciences; Advancement Services Development Support
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 administrative and programmatic support to the director of Development for the College of Arts and Sciences (CAS) who is responsible for major gift fundraising in the College and other university-wide priorities as a direct report to the associate vice president for Development, centralized under University Advancement. The EA1 makes appointments and manages the calendar; coordinates logistics for meetings across campus and with external constituents, prospects, and donors; assists with travel arrangements; and processes expense reports, payments, and reimbursements. The EA1 assists with the production of development events, managing the guest experience and staffing the event itself. This position will also serve as the primary receptionist, 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, faculty, and university leadership, as appropriate.

Duties and Responsibilities: 

Administrative and Programmatic Support 

  • Administrative support including, but not limited to: Coordinate calendar, schedule meetings, and make travel arrangements; Compose, edit, and file correspondence/stewardship materials; Support activities around donor cultivation/prospect management programs and initiatives, often including the dean of the College and members of the faculty; Process expense reports, payments, and reimbursements using Concur and Workday Financials.
  • Input relevant information and confidential donor records in CRM system (Ellucian Advance™); verify accounts for proper entry; and monitor donor gifts for status changes.
  • Review annual contributions to the Dean’s Restricted Fund, create a detailed spreadsheet of department or program allocations, and ensure funds are transferred in a timely manner.
  • Complete and submit gift processing forms for all gift types and payments; input contact reports, prepare reports and database research as directed.
  • Coordinate mailings to donors, alumni, parents, and faculty including solicitations and gift acknowledgement letters; assist with annual coordination of endowment report stewardship.
  • Work collaboratively with the director, and the Offices of Development and Special Events on the production of events (e.g. scholarship appreciation, Alumni Honors, Dinners with the Dean, VIP donor receptions).
  • Promote development events, create registration pathway using iModules, maintain guest lists, and staff the event itself, be it in the evening or on weekends.
  • 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 needs.
  • Maintain and update content, interactive links, and files on the website for the CAS Giving, thereby keeping content current and accurate; recommend new pages for the Giving sections to reflect the dynamic nature of the CAS’s mission, resources, policies, messaging, and stewardship.
  • Troubleshoot formatting problems related to publishing updates and ensure consistency within and between web pages.
  • Send meeting notices/updates, confirmations, and collateral materials. Attend University Advancement meetings/workshops and Faculty Fundraising Committee meetings; take detailed notes and report out on CAS activities, as requested.
  • As determined by the director, the EA1 will perform other duties and support various projects for CAS and central Development operations. 

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 needed.
  • Responsible for written and electronic correspondence.
  • Responsible for organization and maintenance of both electronic and paper files. 
  • 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. 

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 skills. 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.
Posting Salary:

$21.88 - $24.93/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.