Executive Assistant I, College of Arts and Sciences

$19.00 - $24.00 hourly
  • University of San Diego
  • San Diego, CA, USA
  • Apr 04, 2022
Full time Assistant, Secretary & Executive Assistant

Job Description


Executive Assistant I, College of Arts and Sciences
University of San Diego

Posting #: 4116

Position Status: Full-time regular

Location: San Diego

Position Type:
Staff, College of Arts and Sciences

Position Title & Department:
Executive Assistant I, College of Arts and Sciences; Physics

Department Description:
The Department of Physics and Biophysics at USD teaches students to explore the interactions of matter and energy from the simplicity of a molecule or a swinging pendulum to the complexity of nuclear fusion, galaxy formation, cell signaling and the human brain.

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 organizes, manages and coordinates all administrative efforts in support of the department and serves as the primary contact for university personnel, students and parents, and external contacts including the general public. The executive assistant supports the chair in all aspects of department management including monitoring the budget. Administrative support for faculty includes photocopying, ordering supplies, and other duties as assigned.

Duties and Responsibilities
Office Duties
Answer or direct general inquiries by phone & email
Greet and direct visitors
Serve as the first point of contact for students
Receive and sort mail
Coordinate deliveries and technical services
Order department supplies using university protocols
Ensure department facilities are maintained as needed

Budget and Operations
Keep budget records to ensure spending is aligned with budget allocation
Process faculty expense reports and other accounts payable forms
Access budget information through Workday
Process part time faculty contracts using DocuSign
Coordinate background checks for new employees
Orient new faculty and staff to office procedures

External Communication
Maintain and audit the department website, including faculty biographical information, consistent with University Communications standards
Curate department social media accounts and align with College communication outreach
Coordinate marketing efforts for department sponsored events with College marketing team
Coordinate department newsletter and/or other communication and/or promotional materials

Other Duties
Organize department level student and/or faculty events (i.e. Honors Society Ceremony, Invited Speakers, Film Screenings, Lecture Series, etc.) as needed

Supervision of Work Study student
Supervise work-study student activities
Approve time cards
Delegate tasks; provide performance feedback and mentoring
Advertise positions and hire work-study students, as necessary

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.

Preferred and Required Qualifications

Job Requirements:
Minimum Qualifications
Requires HS Diploma and four years of experience or Bachelor's degree and two years of experience in a position that requires critical thinking and analytical skills.
Proven record of superior customer service skills and a commitment to keep improving those skills
Excellent communication skills with demonstrated capabilities of maintaining confidential information and handling sensitive data with discretion and tact.
Must possess the ability to handle multiple tasks, deadlines, and time constraints in a calm and effective manner.
Takes initiative in all performance areas
Detail oriented, independent thinker and worker who has the ability to make appropriate judgment calls as needed on a case-by-case basis, as well as work in a team environment.
Proven ability using computers for business/accounting applications.

Application Details

Posting Salary: $19.00 - $24.00/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: https://www.sandiego.edu/hr/benefits/

Special Application Instructions:

Resume Required, Cover Letter Preferred

Click 'Apply Now' to complete our online application and, for full consideration, please upload aresumeto your application profile for the hiring managers' review. You are also strongly recommended to upload acover letterto 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.
To apply, visit https://jobs.sandiego.edu/cw/en-us/job/495838/business-librarian

When inquiring or applying for positions within the University of San Diego, please also reference AcademicCareers.com

Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and professional and administrative staff employment opportunities at the University of San Diego and at other institutions of higher education in the region on www.AcademicCareers.com

To receive email alerts when new jobs at the University of San Diego are posted, job seekers please sign up at new job openings at the University of San Diego.



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