San Diego, California

Executive Assistant Posting #: 4436 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 humanitys urgent challenges . Detailed Description: We seek an individual dedicated to engagement with students, faculty and administrators; and invested in social justice, equity, and inclusiveness. Strong administrative skills, combined with a sense of mission for the department, are also needs, as is a sincere commitment to promoting diversity and inclusion. Provides high level, complex, and confidential administrative support and technical duties in support of the Department of Leadership Studies academic programs and faculty. Provides direct support to the Chair of the Department and the Academic Programs Manager and will provide support to the department faculty. Serves as liaison for PhD, MA, and undergraduate students in the department. Uses independent judgment to provide direct support to the Leadership Studies Department Chair in a fast-paced office setting. Proactively identifies issues and makes suggestions for resolution. Troubleshoots problems, makes recommendations, and handles highly confidential matters and materials in a time sensitive environment. Responsible for tracking departmental budget and expenses. Participates in formulating, implementing and evaluating operational policies and procedures. Performs complex administrative duties such as the development of handbooks and the creation and maintenance of student records. Interacts closely with on and off-campus constituents in the planning and coordinating of department and program events. Independently composes correspondence, handles crises, organizes travel, prepares travel and campus reimbursement requests, and manages all office documents and visitors. Serves in the capacity of general office management for faculty, as assigned, and acting as liaison between faculty and students. Responds to student inquiries and concerns as appropriate. Tracks and monitors all correspondence and deadlines. Handles, follows-up and resolves student and faculty issues with diplomacy and discretion. Coordinates administrative components of special projects as needed. Manages, coordinates, and performs all of the following administrative duties for the Department of Leadership Studies and supervises the graduate assistants and work study students assigned to the Department. Serves as a critical member of the administrative and program management team for the Department. The Department of Leadership Studies is comprised of 4 graduate degree programs, 2 undergraduate minors, several certificates and the Army ROTC program. There are approximately 15 regular faculty and administrators, over 30 additional adjunct faculty and approximately 300 students. Duties and Responsibilities: Program and Budget Administration: Utilizes high-level administrative management and independent judgment to check, trace, and follow up on various complex administrative and program management issues. Serves as an ambassador of the department, fields questions from phone calls, emails and walk-ins. Independently responsible for managing the Chair's calendar and appointment schedule on a daily basis, including appointments with program faculty, students and outside constituents. Involves evaluating the appropriateness of the appointment request. Independently assists the Department in performing high-level administrative tasks including the creation of spreadsheets with Microsoft Excel and/or google sheets, updating and utilizing student records primarily on web-based programs. Autonomously assists the Department Chair on a daily basis through responsibilities such as meeting planning and preparation, verifying that paperwork submitted for signature is complete and free of errors; ensuring that the Department Chair is provided with all necessary information. Coordinates the logistics for Departmental meetings; coordinates services with the university Facilities department and/or SOLES Budget and Operations office to prepare meeting facilities; coordinates services with the USD Banquets and Catering office for refreshments; assists with drafting the agenda; and independently prepares materials/handouts. Records and maintains thorough and accurate minutes for the various Leadership Studies Faculty and or Department Meetings (including specialization and UG faculty meetings). Distributes/posts the minutes of the meetings within timeliness and upon approval by the necessary department personnel and attendees. Tracks and monitors all departmental budget and expenses. Processes check requests, requisitions, purchase orders, honorariums and stipends for special projects and department Faculty. Responsible for the accuracy and completeness of all requests for allocation of departmental funds, as well as verifying availability of funds, prior to submitting for budget approval. Generates statistical, analytical, personnel, and financial reports for program budgets. Manages and coordinates the graduate admissions process for the Leadership Studies Department graduate programs, including but not limited to: Coordinating with the SOLES admissions office to ensure the completeness of files; Assignment and distribution of files to faculty for review; Collecting the feedback/decisions from faculty; Maintaining documentation on decisions by faculty; Coordinating interviews and/or campus visits, and other related tasks. Communicates effectively with Graduate Admissions (via email and through data entry into Salesforce) and the SOLES Office of Outreach and Admissions to ensure timely and informative responses to all questions and issues with prospective students/applicants. Supports the department in conducting Leadership Studies faculty searches. Manages all aspects of faculty searches, including the management of advertisements, responding to applicant inquiries, and the preparation of schedules for visiting candidates. Coordinates contract execution for adjunct faculty, overload for full-time faculty, new hire paperwork for graduate assistants, faculty, etc., as well as assist with the onboarding/paperwork for engaging independent contractors. Monitors SOLES, USD, and external deadlines for event/project details such as catering, publicity/marketing, etc. when planning meetings and events. Provides additional departmental support in the planning and coordination for program events and provides periodic administrative support for occasional functions and events held in the evenings and/or weekends. Including but not limited to creating advertisements, creating events in the internal system, posting on USD websites and collecting RSVPs. Composes and types letters and memoranda, including multiple letters and emails using field merges for items such as contracts, student letters, etc. Prepares correspondence and manuscripts, including word-processing and graphic assistance for research-based documents. Updates, maintains, and distributes program handbooks and manuals to students, faculty and staff as necessary. Develops and maintains departmental forms as needed. This sometimes requires coordination with ITS for updating or creating eforms. Manages the routing of student and faculty forms (often electronically). Tracks student data including but not limited to: international requirements, dissertation/thesis information and exit data. Creates student files and records during the admissions process. Handles and/or disposes of student records in appropriate & confidential manner. Participates in keeping the website updated and current by periodically reviewing the content and notifying the department administration of needed changes. Creates and distributes confidential letters and dismissal notices in coordination with department chair when needed. Assists faculty as needed with final grades, follows up on incomplete forms and removal of incomplete forms in collaboration with faculty and the registrar's office. Supports the processing and distribution of information related to course evaluations for all LEAD and MILS courses. Is responsible for timely and confidential handling of results. Ensures proper maintenance of facilities in the Department of Leadership studies and/or reports needs to the SOLES office of Budget and Operations. Makes travel arrangements, handles conference registrations, hotel reservations, etc. for Department Chair business travel as needed. Photocopies, proofreads, files. Performs research as may be requested by the Academic Programs Manager, Department Chair and other program directors / coordinators in the department. Faculty Support Works with the department administrators to manage course schedule changes, additions and deletions as requested. Facilitates faculty requests for classroom assignments and any other course related scheduling of space. Assists with book orders and course materials as needed. Coordinates overall onboarding process for new faculty and staff. Assist new DLS employees (Adjunct Faculty, Full-time Faculty, Staff and Administrators) in acclimating to SOLES by providing handbooks, paperwork, important information and helpful contact information. Collect and record pertinent faculty/program information (faculty directory forms, grades, vita) and faculty forms (Outside Employment, Program Planning, Out of Office forms, etc.), ensuring proper routing to appropriate offices. Liaison with full and part-time faculty to keep the online directory up to date. Orders and maintains Departmental office supplies. Independently and thoroughly collects and records course syllabi, and other materials as needed, and posts updated materials on SOLES websites or drives. Assist with parking and other travel requests for guest speakers and other guests from faculty and administrators. Additional requests may be made by faculty in preparation for their courses. Student Support Makes room reservations, orders and ensures availability of media equipment for meetings and orals (dissertation and thesis) as requested. Assists doctoral students with procedures and information required to facilitate the dissertation process. Coordinates student pick-up and drop-off of materials such as forms, student work, and other documents, and facilitates distribution of materials to students as directed by faculty members. Works with the Graduate Records Office to advise students of proper handling of dissertation-related logistical issues up through the final submission of the dissertation. 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: HS Diploma plus 3-5 years of progressively responsible administrative and management/executive support experience. Additional education may substitute for work experience at the rate of 2 years of college = 1 year of experience. Commitment to social justice, diversity, equity and inclusion. Ability to use independent judgment to effectively plan activities and achieve project goals. Experience in monitoring fiscal resources. Preferred Qualifications: Bachelors degree is strongly preferred. Performance Expectations: Knowledge, Skills and Abilities Ability to develop effective collaborative relationships with faculty, administration, and external educational constituencies. Knowledge and understanding of management principals, office protocol and practices. Ability to manage and coordinate multiple, simultaneous programs and tasks. Must possess strong organizational and analytical skills. Must possess excellent, verbal, and interpersonal communication skills. Ability to be self-directed and work independently and prioritize workload effectively. Ability to operate a personal computer and other general office equipment. Ability to meet deadlines. Ability to work effectively under pressure. Ability to work occasional late hours and on the weekends. Demonstrated commitment to department principles and goals in higher education. Ability to contribute in creative and dynamic ways, to the larger vision of a growing organization. Ability to triage and prioritize calls, set priorities, make independent decisions, and provide consultative services to administrative and academic personnel. Proficiency in Microsoft Word, Excel, and Internet and web-based applications including google drive, google sheets and google docs. Posting Salary: $21.00 - $25.00 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 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: December 07, 2022 Applications close: Open until filled To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496210/executive-assistant Copyright 2022 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-1d40a72bba69674a95ebc200ff5e4660

San Diego, California

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