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Executive Assistant 1

Apply now Posting #: 4778
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, Continuing Education

Position Title & Department:

 Executive Assistant 1; Professional and Continuing Education
Posting #


Department Description:

The University of San Diego's Division of Professional and Continuing Education (PCE) offers a robust portfolio of courses and programs needed by aspiring professionals that evolve in response to their professional development in the fields of business, education, and health care.

PCE nurtures key partnerships on the local, national and international level to better serve working professionals who seek to enhance or build their careers, as well as with their employers to help achieve their highest value and potential.

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:

Manages schedules of the Professional and Continuing Education (PCE) leadership team including the senior director of PCE, the senior director of finance, and program directors to increase effectiveness of the office including making judgments as to the priorities/or delegating tasks to the appropriate person. Acts on behalf of the senior director of PCE in the implementation of plans, policies and procedures. Coordinates the search and hiring process for administrators, staff, and contract faculty. Creates and coordinates the development and implementation of development and services contracts. Composes correspondence involving judgment for routine and non-routine, significant inquiries and problems. Coordinates the work of students hired for administrative support, including interviewing, hiring, training and evaluating their performance. Provides assistance to senior director’s office regarding budget expenditures, reimbursements, and travel. Assists the senior director with public relations activities by supporting production, printing, and distribution of publicity and informational materials. Manages and organizes several types of databases relating to student hiring, teaching activities, and budget. Plans, coordinates, and implements numerous events. This position interfaces with students, employees, parents, alumni and external sponsors, and customers. This is a non-remote position.

Duties and Responsibilities:

Manages to schedules, events, travel, and files for the senior director’s office:

  • Responsible for the schedules, travel arrangements and One Card statements including travel reimbursements and for the senior directors, and directors.
  • Coordinates arrangements for senior director’s office meetings and events, including meeting minutes, working with the public, event publicity,room arrangements, and catering requirements including: faculty/staff meetings, administrative meetings, chairs meetings, and board meetings.
  • Maintains records of all school policies, personnel files, meeting notes, and the senior director’s correspondence.

Works with the PCE’s directors to ensure implementation of school needs:

  • Coordinates various survey and assessment activities, as needed for the school or individual programs, including instructor teaching evaluations for each course.
  • Coordinates school facility’s needs, events and functions.
  • Coordinates senior director’s office requests from departments and program leadership.

Provides budget support:

  • Responsible for providing assistance in gathering and processing financial information for PCE.
  • Verifies expense approval, works with budget senior director for appropriate financial controls.
  • Assists budget senior director as needed in accounts related to sponsored programs and internal grants management.

Office Management:

  • Orders supplies as needed
  • Manages and maintains an accurate schedule of office space use


  • Coordinates adjunct hiring process including issuing contracts and submits stipend requests to Provost office.
  • Coordinates student hiring.
  • Special Projects as needed by the senior director.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations.  For more regarding information USD's COVID-19 protocols, please visit 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 and 1 year of work experience in a business or academic office setting required. Additional experience may substitute for education at the rate of two years of education is equivalent to one year of work experience. Proficiency in Computer and software, including MS Office Suite, especially Excel.
  • Experience interfacing with industry with variety of external constituents including industry community.
  • Strong communication skills. 
  • Performing in a changing technological environment. 
  • Experience in multi-tasking in an environment that has competing priorities and schedules.
  • General office practices and procedures.
  • Working with confidential data while maintaining a professional demeanor.

Preferred Qualifications:

  • One year of supervisory/leadership/project management experience preferred.
  • Experience working in an academic setting.
  • Experience with financial and human resources systems such as Noetix, Oracle, True Screen and Workday systems.
  • Experience interfacing with industry professionals.
  • Performing in a high-paced environment that combines academia and industry.

Performance Expectations - Knowledge, Skills and Abilities:

  • Display high customer service standards and instill this in others. 
  • Serve as the point-of contact for the department through e-mail, telephone, and direct contact with students, the USD community, visitors, and vendors.
  • Assume responsibility, work autonomously, and exercise independent judgment when making decisions.
  • Multi-task and prioritize appropriately.
  • Communicate in a professional and effective manner, both verbally and in writing, and request clarification when needed.
  • Exhibit collaborative (or positive) interpersonal skills.
  • Adapt to a changing work environment.
  • Get along with diverse personalities and populations.
  • Demonstrate an ability to be effective and flexible in the face of last minute changes and deadlines.
  • Draft and edit instructions and memoranda.
  • Show initiative.
  • Sustain focus for long period of time in a busy public office while maintaining a high level of accuracy.
  • Represent the Division of Professional and Continuing Education and the University of San Diego in a professional manner with staff, faculty, the community of USD and the San Diego business community.
Posting Salary:

$22.99 - 26.19; 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

The salary range provided in this posting reflects what we reasonably expect to pay for this position.  Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:
Resume and Cover Letter Required

Click the 'Apply Now' button 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 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 Standard Time
Applications close:

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Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf. This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at clery@sandiego.edu, by calling (619) 260-4768, or in-person in the Hughes Administration Center, room 150.