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Executive Assistant (EAII) and IRB Coordinator

Apply now Posting #: 4937
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, Office of the Vice President and Provost

Position Title & Department:

Executive Assistant (EAII) and IRB Coordinator; Provost Office
Posting #


Department Description:

The University of San Diego, with its college and six schools, distinctive academic centers and institutes, proximity to Asia and Latin America, and commitment to Catholic traditions, offers students a unique educational experience. A USD education is characterized by academic rigor in its undergraduate and graduate programs offering transformative opportunities through student/faculty research, global experiences, community service learning and internships that develops the knowledge, values and skills needed to serve the global, civic and faith communities.

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:

Provides a wide range of complex direct support to Vice and Associate Provosts in a fast-paced executive office setting. Maintains calendars and manages travel expenses for Vice and Associate Provosts. Requests and organizes briefing materials/presentations, including sensitive, confidential personnel and student issues. Acts as point of contact and provides a professional, welcoming environment to those contacting the office. Provides excellent, professional customer service providing needed information using leadership skills when encountering sensitive, confidential situations. Prepares reports, correspondence, presentations, and documents utilizing Microsoft Office and other relevant software. Manages meetings, event logistics, and large catering orders. Serves as primary staff liaison for committees and task forces related to the Vice and Associate Provosts, including the Institutional Review Board (IRB), and student success committees. Maintains personnel and budget records supervised by the Vice and Associate Provosts. Coordinates events, such as committee meetings, luncheon and dinner meetings, conferences, receptions, and retreats relating to the Vice and Associate Provosts.

Duties and Responsibilities:

Direct support to Vice and Associate Provosts: 

  • Coordinates calendars. Schedules appointments and complex, multi-attendee meetings with high-level individuals which requires professional interaction. Contacts meeting attendees to coordinate agreeable meeting times. Utilizes Event Management Systems software to locate and reserve available meeting rooms and confirms with attendees the meeting time, location, and agenda. Prepares and distributes agenda materials for meetings.
  • Assists with the coordination and execution of the annual New Faculty Orientation (NFO) sessions, including placing catering orders, collecting required training completion certificates, collecting presentation materials, coordinating with ITS and media services, creating NFO brochure, sending out surveys, summarizing survey feedback, updating website, creating photo directory, etc.
  • Assists with student appeals/complaints. Inquires as to the nature of the complaint, appropriateness of appeal at this level, and requests needed information for students to submit a formal appeal.
  • Assists with sensitive and confidential student and personnel issues, including scheduling appointments.
  • Maintains accurate and updated records regarding personnel and budgets for areas supervised by the Vice and Associate Provosts.
  • Assists in the preparation of course materials, if needed, when either the Vice or Associate Provosts are teaching.
  • Assists with department-related expense report preparation as needed.
  • Prepares, processes, and handles confidential and personal correspondence.
  • Researches policies and procedures for the office and campus community upon request, providing accurate information and guidance.
  • Represents the office and the University at campus functions.
  • Handles grievances and other communications and solves problems. When necessary, redirects callers to the appropriate department head.
  • Provides excellent customer service, with the ability to manage multiple duties of a sensitive and confidential nature.
  • Maintains a high level of confidentiality.

Serves as the Coordinator for the Institutional Review Board (IRB), including administrative support for the IRB Chair and the IRB Administrator; assists with proposal reviews; maintains the IRB’s online database; assists Prepares necessary updates to the University’s Federalwide Assurance (FWA) for the IRB Administrator and ensures proper submission of the FWA on behalf of the University; schedules monthly meetings, including coordinating agenda and materials, and secures meeting locations, also publishes the meetings and submission deadlines, takes attendance and records minutes. Specific tasks and duties of the IRB Coordinator:

  • Creates IRB e-proposal submission platform’s (e.g. Cayuse) new user accounts and monitors new requests daily, with student assistance when available.
  • Responds to IRB email and phone inquiries.
  • Assists USD IRB applicants with Cayuse application logistics and/or course training logistics.
  • Processes IRB study closures and administrative withdrawals of applications.
  • Processes applications at the Post-Review stage and issues IRB decision letters as needed.
  • Assists IRB Administrator with e-proposal submission system issues and other IRB coordinating tasks as needed.
  • Maintains and updates IRB materials in the G-drive, including IRB membership.
  • Solicits/Recruits new IRB member nominations, issues appointment letters for student and community representative members, and shares new faculty representative nominations with University Senate Chair for appointment confirmation.
  • Onboards new IRB members, including collecting human subjects research training proofs and confidentiality agreements.
  • IRB meetings and training sessions:
    • Schedules the summer training session for new reps with IRB Administrator.
    • Trains new IRB members on the e-proposal submission platform (e.g. Cayuse).
    • Sends emails to IRB members about upcoming meetings.
    • Solicits agenda items from IRB members.
    • Works with IRB Administrator and IRB Chairperson to prepare agenda.
    • Sends out agenda and meeting packet to IRB members.
    • Collects proxy votes as needed.
    • Takes meeting minutes.
    • Uploads meeting records to the IRB e-platform (e.g. Cayuse).
    • Creates meeting invitations and updates as needed.
    • Updates USD IRB website with new committee meeting dates.
  • Checks Cayuse Awaiting Authorization queue and sends out reminders to Org Approvers and PIs to review and/or certify submissions.
  • Checks IRB studies status on a weekly basis and communicates with principal investigators (PIs), and their faculty advisors as applicable, about past-due renewal or outdated unsubmitted applications in the system.
  • Updates USD IRB website as needed.
  • Submits help request tickets to software vendor and technical support team as needed; coordinate meetings to troubleshoot software/system issues and test new functions.

General Office Support:

  • Provides a professional, welcoming environment to those contacting the Provost’s Office: President, vice presidents, deans, directors, students, faculty, interviewees, parents and off-campus individuals.
  • Provides excellent customer service when responding to inquiries, obtains needed information, and provides a calming demeanor to upset or angry students, parents, and others, using a professional and diplomatic demeanor. Answers inquiries using knowledge of USD organizational structure, personnel, University policy and procedures, and Provost’s Office procedures.
  • Provides complex secondary support to the Senior Vice President and Provost when needed.
  • Makes updates to the website as needed.
  • Maintains office environment, including ensuring supplies are stocked, breakroom is kept up and supplied and reporting any maintenance issues to Facilities Management office.
  • Assists with the creation of surveys and applications and compiles responses/data through Google Survey.
  • As needed, assists with logistics for committees on which Vice or Associate Provosts serve, including hiring/search committees.
  • Picks up and sorts mail.

Supervision of Student Employees:

  • Interviews, hires and conducts onboarding of student employees.
  • Provides training on general office procedures and etiquette, tasks specific to the role, the timecard system, etc.
  • Serves as a mentor and delegates tasks as appropriate.
  • Reviews and approves student timecards as well as conduct performance reviews.

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 preferred; high school diploma required.
  • Minimum of five years’ experience in a fast-paced executive level office or bachelor's degree and three years’ experience.

Preferred Qualifications:

  • Experience in higher education preferred.

Performance Expectations - Knowledge, Skills and Abilities:

  • Excellent verbal and written communication and public relations skills.
  • Accuracy and attention to detail in an environment with many distractions.
  • Ability to sense urgency and to shift priorities at a moment’s notice.
  • Demonstrated ability to maintain strict confidentiality.
  • Ability to deal effectively and diplomatically with diverse personalities and backgrounds; sensitive to personalities/needs/attitudes of faculty, students, administrators, and public visitors that come to the office or contact the office.
  • Possess excellent organizational and time management skills, and the ability to work effectively under pressure while maintaining flexibility to adjust to changing priorities/needs of the office.
  • Knowledge of basic budget processes and in particular, USD’s budget procedures.
  • Ability to prioritize workload effectively.
  • Knowledge of the locations, functions, and personnel of university academic and non-academic units.
  • Possess a working understanding of the University’s policies and procedures.
  • Thorough knowledge of current office practices and procedures; sound business English and proofreading skills.
  • Proficient ability to use Microsoft Office and all its applications, Google Mail/Calendar software, SAP Concur (travel and expense management services), and web maintenance software.
  • Ability to meet deadlines.
  • Must be able to represent the Provost’s Office in a professional manner, including dressing in appropriate business attire.
  • Critical thinking and analytical skills.
  • Ability to make prudent judgments and decisions.
  • Self-motivated and capacity to take initiative.
  • Flexibility in schedule; may be required to work early mornings, evenings, and weekends when necessary.
Posting Salary:

$29.00 - $32.00 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

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:

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.