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Executive Assistant to the Dean

Apply now Posting #: 4205
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, School of Business

Position Title & Department:

 Executive Assistant to the Dean; School of Business
Posting #

4205

Department Description:

The Knauss School of Business at USD embraces a stewardship approach to business education. Stewardship requires businesses to protect and care for society in pursuit of a greater good.  The Knauss School community of faculty, staff, students and graduates, embrace stewardship by applying values-driven, free-enterprise skills to improve businesses, industries, and the lives of people in our community and around the world.  We provide academically rigorous, relevant and values-based education and research.  Degree programs in the Knauss School of Business are AACSB accredited, with the undergraduate and MBA programs being highly ranked both domestically and internationally.  www.sandiego.edu/business/about/ 

Looking forward, the Knauss Center for Business Education will be the physical home for the Knauss School, and more important, the mortar that binds us together is our unique competitive advantage as we deliver a rich, holistic student experience, crafted with a higher purpose in mind, for all the greater good.  See our progress: https://horizon.sandiego.edu/knauss-center.

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 to the Dean is a customer-oriented position that uses independent judgment to provide direct support to the Dean in a fast-paced executive office setting. Tracks all incoming/outgoing correspondence and ensures follow-up and resolution of issues.  Requests and organizes briefing materials/presentations.  Researches, drafts, and produces reports.  Coordinates seminars, conferences, and meetings for the Dean.  Maintains calendar for the Dean.  Communicates extensively with over 150 full and part-time faculty staff and administrators in the Knauss School of Business, as well as with administrators, faculty and staff on a campus-wide basis.  Organizes, executes, and communicates excitement about special events organized by the Dean’s Office. Independently composes correspondence and reports, handles crises, organizes travel, and prepares travel and creates the Dean’s monthly expense reports.  Locates new sources of information used in the creation of special documents. Serves as the Dean’s general office manager as assigned including word processing/typing, photocopying, faxing, transcription, mail distribution, answering telephones, taking detailed messages, and acting as a liaison between administrators, faculty, staff, and students.  Organizes and manages the Dean’s files. Represents the Dean’s Office through telephone, personal, and paper correspondence.  Manages all office documents, visitors, and personnel matters with discretion and diplomacy.  Proactively identifies issues and makes suggestions for resolution.  Troubleshoots problems, makes recommendations, and handles highly confidential matters and materials in a time sensitive environment. 

Works closely and is the Dean’s Office liaison to key administrators in campus departments including: Auxiliary Services, Registrar, the University Center, other academic units, and the Provost’s Office.  Requires a general working knowledge of the university and a comprehensive working knowledge of the Knauss School of Business. 

Duties and Responsibilities:

Dean’s Office Administration

  • Represents the Dean’s Office through telephone, personal, and paper correspondence. 
  • Regularly communicates with people from the Knauss School of Business, the University of San Diego, other institutions of higher education, alumni, donors, the press, and the general public. 
  • Tracks all incoming/outgoing correspondence and ensures follow-up and resolution of issues. 
  • Independently responsible for Managing Dean’s complex and multifaceted calendar and appointment schedule on a daily basis
  • Independently assists the Dean’s Office to perform high-level administrative tasks including composing and typing letters, articles and memoranda, including multiple letters using field merges; preparing spreadsheets with Microsoft EXCEL, creating and maintaining databases via Microsoft ACCESS.
  • Provides administrative assistance to the Dean with regards to various committees the Dean is assigned to chair, including various search committees.
  • Requests and organizes briefing materials/presentations. 
  • Researches, drafts, and produces reports as assigned
  • Works closely with the Dean and the Associate Dean of Budget & Operations to ensure that all new policies are in print.
  • Coordinates all travel on behalf of the Dean
  • Reconciles the Dean’s monthly expense report and reimbursement requests
  • Manages all office documents, visitors, and personnel matters with discretion and diplomacy.  

Dean’s Office Hospitality

  • Organizes, executes, and communicates excitement about special events organized by the Dean’s Office
  • Coordinates the logistics for large faculty meetings and the ARRT Committee meetings including taking meeting minutes and other assistance as required
  • Coordinates services with the university Facilities department to prepare meeting facilities for various Dean’s suite events
  • Coordinates services with the USD Auxiliary services for catering needs for Dean’s suite as well as school-wide events and special programs
  • As requested, attends meetings in order to record, transcribe and distribute the minutes of the meetings upon approval by the Dean.
  • Coordinates visit logistics and gifts for Dean’s Suite guests
  • Staffs Knauss School of Business events as assigned, including set-up of event, tear down, check-in of guests, etc.

Other duties as assigned

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:

  • Bachelor’s degree from an accredited college or university
  • 3+ years experience in office management and/or general administrative support

Preferred Qualifications:

  • Bachelor’s degree in business or related field from an accredited college or university
  • 3+ years experience in office management and/or general administrative support within higher education

Performance Expectations: Knowledge, Skills and Abilities

  • Computer fluency in word processing, database, and spreadsheet software
  • Ability to set priorities and work with interruptions, little supervision, and initiative
  • Ability to maintain confidentiality, make independent decisions, and provide consultative services to administrative and academic personnel
  • Ability to triage and prioritize calls, set priorities independently, and work under pressure
  • Ability to effectively complete high pressure, time-sensitive tasks
  • Ability to prioritize workload effectively
  • Ability to be self-directed
  • Administrative experience with exercise of independent judgement, prioritizing work, and delegating work to others
  • Ability to foresee future needs and respond accordingly
  • Ability to recognize the need for policy development and then develop and assist in the implementation of policies.
  • Experience writing correspondence, such as drafting materials for publication, and communicating with diverse audiences
  • Effectively collaborating with individuals of diverse backgrounds
  • Taking initiative to organize and manage conflicting goals and agendas
  • Using internet and email tools
  • Problem solving and analytical skills
  • Work effectively with minimal supervision
  • Excellent communication and interpersonal skills
  • Possess skills of tact, poise, diplomacy, and hospitality, with a diverse population, in a demanding environment
  • Effective oral and written communication skills
  • Remaining flexible and interested in working in a growing and changing organization
  • Spanish skills preferred but not required
Posting Salary:

Commensurate with experience; 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: July 10, 2022

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: Pacific Daylight 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.