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Office Manager, University Marketing and Communications

Apply now Posting #: 4285
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, University Advancement

Position Title & Department:

 Office Manager, University Marketing and Communications; University Advancement
Posting #

4285

Department Description:

University Marketing and Communications is dedicated to telling the story of the University of San Diego. Through our various departments, we oversee media relations, presidential and executive-level communications, the university’s website, and the production of select publications. We collaborate with the Office of Development, the Office of Alumni Relations, and the Office of Parent Relations on communication issues and projects. We also advise on communications policy, institutional marketing and messaging with the Office of the President and members of the Executive Council. 

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 office manager provides executive-level support to the associate vice president (AVP) for University Marketing and Communications (UM&C). In addition to UM&C, this position is responsible for complex administration, departmental management, and ancillary support of the directors of Publications, Digital Communications, Brand Marketing, Creative Services, and Media Relations. This position monitors and directs office workflow, manages multiple calendars, coordinates complex meetings, and makes travel arrangements. The office manager manages multiple operating budgets totaling nearly $2.5 million in discretionary and personnel resources. This position strategizes with the AVP and department heads on budgetary matters, payment authorizations, and financial reporting; manages, trains, and directs student workers assigned to the area; and coordinates performance evaluations, departmental training, and professional development on behalf of UM&C personnel. The office manager is responsible for the advanced utilization of Microsoft applications and Workday Financials. The office manager serves as the primary point of contact for media outlets, internal departments, and external constituents contacting Media Relations and UM&C for assistance, support, or in response to crisis communications while maintaining the priorities and adhering to the deadlines of day-to-day operations.

Executive Support/Office Management                                                             

  • Regularly meet with the AVP on strategic initiatives, institutional priorities, and for updates and direction; support the AVP in leading an effective senior management team.
  • Manage appointment calendars, coordinate travel arrangements with the university’s corporate travel partner, monitor incoming/outgoing mail, and assist with the management of incoming emails from AVP’s representatives.
  • Oversee the daily activities and needs of UM&C, Publications, Digital Communications, Creative Services, and Media Relations, shifting priorities as appropriate.
  • Work closely with the Office of the President on events, announcements, and crucial matters where remarks, responses, and declarations are drafted by the AVP.
  • Schedule a variety of meetings and coordinate logistics such as attendance, room reservations, catering, transportation, parking, and document production.
  • Create visual presentations; generate departmental correspondence; maintain files, both hardcopy and electronic; compile and prepare various and regular departmental reports; maintain subscriptions and memberships; archive records as appropriate.
  • Purchase software, equipment, and office supplies; maintain inventory of video and camera equipment ensuring readiness and coordinate use for approved projects.
  • Coordinate staff-related activities for departments reporting under and collaborating with UM&C; produce action items/relevant takeaways for cascading dissemination.
  • In conjunction with the division’s director of finance and administration, ensure all departmental personnel needs are met including onboarding new UM&C employees, coordinating training, and communicating processes.
  • Coordinate office moves, maintenance and repairs (carpet, painting, etc.) in coordination with the building’s operations coordinator.
  • Answer and screen phone calls and personally provide requested information or refer calls to appropriate staff; greet and assist visitors and media; stay abreast of crisis communications messaging and alerts.
  • Update content on various websites and for the Speakers’ Bureau; maintain video and photographic databases and archives; prepare biographies for special projects.
  • Compile relevant information for student graduation news releases and event listings for distribution to major media.
  • Serve as back-up editor for written and digital content.
  • Generate mass emails for departmental, divisional, and campus-wide communications; update and maintain email lists.
  • Process and manage requests for marketing materials and publications; deliver USD Magazine, Fact Book, and other collateral across campus as needed.
  • Train, motivate, supervise, and evaluate assigned student workers.
  • Staff special university and community events.
  • Maintain a professional, diplomatic, and cheerful demeanor in all situations.
  • As determined by the AVP, the coordinator will perform other duties, as assigned.

Budget Management                                                                                                          

  • Manage the allocation and reconciliation of all departmental budgets totaling nearly $2.5 million in discretionary and personnel resources; collaborate with the division’s director of finance and administration on budget planning and appropriations.
  • Monitor fiscal resources for institution-wide and interdepartmental initiatives in support of the institutional marketing plan, media buys, and brand identity.
  • Track and update the UM&C, Publications, and Media Relations budgets for each activity, initiative, and project; process and reconcile with accuracy all departmental expenditures; track filming fees and revenue for Media Relations.
  • Develop detailed monthly financial reports, anticipate departmental needs, forecast budget projections, and advise the AVP and project managers on current budget status.
  • Remit expenses in Workday, determine fiscal needs and create budget transfers, prepare journal entries to reallocate expenses, as needed.
  • Perform all accounting activities: prepare purchase requisitions, payment transactions, Concur expense reports, independent contractor evaluation forms, and revenue deposits; prepare and renew annual service contracts.
  • Adhere to the policies and procedures set forth by Finance, Accounts Payable, Torero Travel & Expense, Procurement, and General Counsel.

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 five years’ administrative/executive support experience including a strong understanding of standard office procedures and best practices, equipment, and business/professional ethics. A bachelor's degree from an accredited college or university may substitute for up to two years 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, taking initiative and setting 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.
  • Must have familiarity with accounting/bookkeeping principles and functions.
  • Advanced proficiency with MS Office programs and Google applications; experience with enterprise platforms and content management systems; ability to learn new computer programs and adapt technology quickly and efficiently.
  • Must be friendly and personable; mature, positive attitude; a team player.

Preferred Qualifications

  • Bachelor’s degree in English, Communications, or relevant area preferred.
  • Experience within an environment of higher education or marketing, communications, and/or public relations sphere.
  • Bilingual in English/Spanish preferred.
Posting Salary:

$25.80 - $27.25 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.