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Executive Assistant II

Apply now Posting #: 4416
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, School of Leadership and Education Sciences

Position Title & Department:

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

4416

Department Description:

Rooted in social justice, led by compassion, inspired by curiosity, driven by a shared vision.

Mother Rosalie Hill Hall on the University of San Diego campus is home to the School of Leadership and Education Sciences' (SOLES) vibrant and vision-driven collective of academic departments, centers, and institutes. Here, we combine innovation with introspection, academics with real-world application, and study with social impact.

Our nationally-accredited programs span the realms of leadership, teaching and counseling, both at graduate and undergraduate levels. They're all approached with an emphasis on social justice, multiculturalism, and a determination to forge a better world together.

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 responsible for a wide range of matters and activities, including but not limited to:

  • Partnering with members of the Dean’s Office to actively drive the SOLES strategic plan forward. Building an atmosphere of coordination and clear communication between the Office of the Dean (OTD), staff, faculty, students, alum, community, and university-wide constituents;
  • Supporting the Dean on day-to-day operations, ensuring efficiency and effectiveness and optimizing resources;
  • Collaborating with Marketing and Communications in the creation of executive-level communications including talks, speeches, reports, and presentations for the Dean;
  • Professionally representing the Office of the Dean; ensuring the accurate, proper, and timely flow of information to and from the Office of the Dean; 
  • Provide leadership in creation of a collaborative environment in the Office of the Dean, conveying an atmosphere of excellence and distinction, in support of SOLE’s mission, vision, and goals.
  • Keeps strict confidence on sensitive matters, and ensures the Dean has all the information necessary to make informed decisions. 
  • Collaborates with the Dean and Chair of the ARRT Committee to manage and organize the administrative components of the tenure and promotion process. 
  • Provides excellent judgment, diplomacy, and understanding of issues to support the Dean.
  • 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.
  • Proactively identifies issues and makes suggestions for resolution.
  • Troubleshoots problems, makes recommendations, and handles highly confidential matters and materials in a time sensitive environment.
  • Coordinates seminars, conferences, meetings and other events for the Dean.
  • Maintains calendar for the Dean.
  • Communicates extensively with full and part-time faculty and staff in the School of Leadership and Education Sciences, as well as with administrators, faculty and staff on a campus-wide basis.
  • Requires a general working knowledge of higher education.
  • Works closely and is the Dean’s Office liaison to key administrators in campus departments including: Advancement, Purchasing, Banquets and Catering, and the Provost’s Office.
  • Performs complex administrative duties such as the revisions of faculty handbooks.
  • Organizes travel, and prepares travel and campus reimbursement requests.
  • Serves as the Dean’s general office manager as assigned including word processing/typing, photocopying, transcription, mail distribution, website updates, answering telephones, taking detailed messages, and acting as a liaison between administrators, faculty, staff, and students.
  • Represents the Dean’s Office through telephone, social media, personal, and paper correspondence.
  • Manages all office documents, visitors, and personnel matters with discretion and diplomacy. Coordinates special projects; plans, publicizes and executes special events.
  • Must understand priorities toward and demonstration of commitment to equity, inclusion and the core values of the university and SOLES.

Duties and Responsibilities:

Dean’s Office Administration 

  • Independently responsible for managing Dean’s complex and multifaceted calendar and appointment schedule on a daily basis; involves communication with people from the School of Leadership and Education Sciences (SOLES), the University of San Diego, State and Federal agencies, other institutions of higher education, contracted vendors, donors to SOLES, and the general public; ensures that all information is provided, using the Dean Participation Request Form; and ensures that the Dean has the needed materials for each meeting.
  • Independently assists the Dean’s Office to perform high-level administrative tasks
  • Creates and distributes monthly SOLES newsletters using CRM.
  • Autonomously assists the Dean on a daily basis through responsibilities such as ensuring filing is done; verifying that paperwork submitted for signature is complete and free of errors; ensuring that the Dean is provided with all supplies needed.
  • Provides administrative assistance to the Dean for school and university committees, including various search committees.
  • Maintains faculty and employee handbook.  Performs extensive and complex word processing/page design skills to complete these comprehensive policy manuals which are revised once a year.  Works closely with the Dean, the Associate Dean, and the Assistant Dean to ensure that all new policies are in print.
  • Assist Director of Development and Assistant Dean for Finance and Operations with clerical support as needed.
  • Assists with data entry and record keeping for development purposes
  • Maintains external constituency contact database. 
  • Responsible for assisting with business transactions in the Office of the Dean including preparation of reimbursements, check requests, requisitions, purchase orders, honorariums and stipends for daily and special projects.
  • Assists with website updates for dean’s office news and events, along with posting to various social networking sites (Facebook, LinkedIn, Twitter) for marketing purposes.
  • May supervise student employees, or direct their instruction on work projects.

Faculty Administration 

  • Coordinates the logistics for monthly faculty meetings, SOLES Leadership Council meetings and the ARRT Committee meetings; coordinates services with the SOLES scheduling office to prepare meeting facilities; coordinates services with the USD Banquets and Catering office for refreshments; assists with drafting the agenda; and records, transcribes and distributes the minutes of the meetings upon approval by the Dean.
  • Provides administrative assistance for faculty governance issues, creating ballots for various elections, working with SOLES committee chairs in organizing documents for committees such as the Faculty Status Committee (Faculty Research Grants), ARRT Committee, and Professorship Committee.

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 required
  • 3-5 years of progressively responsible administrative/executive support experience
  • High priority given to previous experience in higher education administration.
  • Must demonstrate initiative and ability to organize and manage conflicting goals and agendas
  • Must maintain a high level of confidentiality and sensitivity. Confidentiality agreement is required.

Preferred Qualifications:

  • Ability to foresee future needs and respond accordingly
  • Administrative experience with exercise of independent judgment, prioritizing work, and delegating work to others
  • Experience in higher education environment highly preferred

Performance Expectations: Knowledge, Skills and Abilities

  • Ability to triage and prioritize calls, set priorities independently, and work under pressure
  • Computer fluency in word processing, database, and spreadsheet software
  • Demonstrated ability using internet, social media and email tools
  • Demonstrated problem solving and analytical skills
  • 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
  • Demonstrated ability to work effectively with minimal supervision
  • Ability to effectively complete high pressure, time-sensitive tasks
  • Ability to prioritize workload effectively
  • Must demonstrate a commitment to social justice, equity and inclusion.
  • Must maintain professional demeanor and appearance
  • Excellent communication and interpersonal skills
  • Possess skills of tact, poise, diplomacy, and hospitality, with a diverse population, in a demanding environment
  • Ability to be self-directed
  • Demonstrated effective oral and written communication skills
  • Experience writing correspondence, such as drafting materials for publication, and communicating with diverse audiences
  • Demonstrated ability to remain flexible and interested in working in a growing and changing organization
Posting Salary:

$25.00 - $30.00 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

No phone calls, please. Application review begins upon receipt.
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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