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Executive Assistant II

Apply now Posting #: 4897
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, School of Business

Position Title & Department:

 Executive Assistant II; School of Business - Ahlers Center for International Business
Posting #


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.

The University of San Diego Knauss School of Business strives to create a welcoming environment that promotes diversity, equity, inclusiveness (DEI) and ethics, commensurate with our Catholic mission. We value students, faculty and staff from different backgrounds, demographics, experiences, perspectives and faiths.  For more information on how DEI is tied to our efforts in creating academic excellence, our development as civic and campus citizens, and the realization of compassionate service, you may review our webpage: https://www.sandiego.edu/business/about/diversity-statement.php

University Description:

The University of San Diego, a contemporary and engaged Contemporary 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 II (EAII) provides administrative support to the Ahlers Center as directed by the Director. Assists in coordinating Ahlers activities, ensures custom programs, Student International Business Council (SIBC) and the overall student programming lifecycles are executed effectively. The position oversees student work study positions to ensure social media accounts are updated and acts as the point of contact with the marketing department to relay marketing needs. The EAII completes key department administrative functions such as maintenance of Salesforce mailing for custom and executive programs, event and program logistic coordination as well as supports the Ahlers staff in coordinating expense and finance-related processes with the KSB Finance and Administration team. Additionally, the EAII creates and schedules meetings and events related to the Center’s strategic priorities and operational flow and as requested by the Director. Lastly, the EAII assists Ahlers Center professionals in support of the Center’s programs and mission and interacts on behalf of the Director with students, faculty, and community members, as needed.

Duties and Responsibilities:

Department administrative oversight through the planning, scheduling, and coordinating of complex operational functions, such as:

  • Creates an annual calendar to ensure timely execution of activities for independent tracks of programming that run concurrently and simultaneously throughout the academic year.
  • Proactively identifies pain points within program planning and works with the Director to find solutions.
  • Assists Director with scholarships and other fundraising efforts, including the Hailey Takeda Scholarship.
  • Assists the Director with drafting and creating OneCard and expense reports
  • Supports the Associate Director of Custom Programs in coordinating logistics for custom and executive programs, and attends and supports program events and activities as needed
  • Supports the Assistant Director of International Business Programs with visiting international faculty and scholars coming to KSB.
  • Responsible for day-of event execution of program logistics as needed.
  • In collaboration with the KSB Finance and Admin team, overseeing external contracts, independent contractor considerations, and internal and external agreement approval workflows while following and upholding university policies and procedures.
  • Assists the Director in completing a monthly audit of fiscal transactions to ensure accuracy, as requested.
  • Assists the Director in crafting budgets for department activities, events, programs, etc. as requested.
  • Collaborates with the Knauss School of Business Finance Manager regarding all department financial processing to ensure compliance with USD expenditure, gift and grant specific policies.
  • Supports Custom Program logistics and administrative tasks, as assigned by the Associate Director.
  • Supports Student International Business Council logistics and administrative tasks, as assigned by the Assistant Director
  • Monitors the Ahlers Center’s general email account and phone line, responding to or forwarding inquires as appropriate.
  • Manages Ahlers Center parking account, including proximity space(s), citations and daily permits for Center guests
  • Orders and submits supply orders via UniMarket
  • Oversees the submission and completion of building maintenance and repair, work orders, key/locks etc. related to the Ahlers space and coordinates these requests with the KSB Facilities professional.
  • Picks up Ahlers Center mail at the Mail Center regularly

Coordinates marketing efforts related to all Ahlers Center programming:

  • Creates and adheres to a marketing map featuring key Ahlers branded programs and events.
  • In collaboration with the Knauss Marketing and Recruitment team, promotes custom and executive education programs, updates website content, crafts reports for internal and external audiences, and ensures adherence to brand standards and strategies.
  • Creates and oversees maintenance of social media accounts for the Ahlers Center
  • In collaboration with KSB Marketing and Recruitment, design and send email notifications about programs and events.
  • Promotes Ahlers activities and events in KSB and campuswide newsletters and websites.
  • Maintains Salesforce database and oversees student worker projects related to the software.
  • Creates events in Salesforce with associated sub-events (as applicable), discount codes, and all event emails (confirmation, seats available, off waitlist, and event reminder emails).
  • Creates reports to track event registration and participant details.
  • Records event attendance.
  • Sends event evaluation emails post-event.
  • Adds new contacts and edit existing contacts within the Ahlers mailing list.
  • Orders Ahlers branded and KSB marketing supplies as needed

Coordinates and attends meetings related to the Center’s and International Business Programs committees as well as other events and meetings by:

  • Acts and works as a representative of the Ahlers Center on behalf of the Director at internal and external conferences and events.
  • Coordinates all logistical requirements of the meetings, including room reservations, catering, parking, contact with speakers, organizing agenda and handouts, contracting with outside vendors, coordinating with venues, and making any necessary travel arrangements.
  • Consults with faculty and business executives participating in the various programs to identify and address their needs.
  • Prepares agenda and minutes of Ahlers Center Advisory Board and Ahlers Center staff meetings.

Other duties as assigned.

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 from an accredited college or university with preference given to business and/or related field
  • High school diploma and two additional years of experience may substitute for Bachelor’s degree
  • 3 years experience in office management and/or general administrative support.

Preferred Qualifications:

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

Performance Expectations - Knowledge, Skills and Abilities:

  • Demonstrated experience in budget creation and management.
  • Highly proficient with Microsoft Excel, Word, PowerPoint and Qualtrics
  • Intermediate to advanced Excel skills with function knowledge and appropriate application for needed functions
  • Experience working with Salesforce applications and WorkDay platforms
  • Learning new systems quickly and effectively
  • Navigating and implementing policies and procedures
  • Working in an institution of higher education
  • Interacting with the professional community
  • Presenting materials in a clear and concise manner
  • Experience supporting hands-on fundraising activities involving small as well as major gifts while treating all donors with equal respect and gratitude
  • Using independent judgment to take appropriate action on inquiries
  • Critically important to be able to handle multiple complex tasks effectively and independently.
  • Must possess flexibility and versatility to contribute to evolving work situations.
  • Attention to detail and the ability to multitask while also working with minimal supervision
  • Following processes, procedures and policies.
  • Creating and managing budgets.
  • Ability to assume responsibility and effectively resolve problems by exercising independent judgment in meeting challenges and implementing procedures.
  • Ability to focus on technical details in an environment with many distractions
  • Serving as a collaborative team member with the ability to handle confidential information with tact and discretion
  • Working in a busy environment with high customer service standards
  • Maintaining a high level of accuracy developing work products and reports
  • Time management in order to handle multiple projects with competing deadlines
  • Excellent oral and written communication skills
  • Working with diverse personalities and backgrounds
  • Being flexible and versatile in coping with evolving work situations
  • Being able to handle the stress of last-minute deadlines and changes
Posting Salary:

$27.75 - $30.25 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

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 Required
Click the 'Apply Now' button to complete our online application and, for full consideration, please upload a 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 Daylight 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.