Executive Assistant , College of Arts and Sciences

Apply now Posting #: 5693
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;
College of Arts and Sciences

Department

Description:

As the liberal arts heart of the University of San Diego, the College of Arts and Sciences is filled with students who are versatile and multi-talented. No matter their major, graduates from the college are equipped with transferable skills that benefit them wherever their professional and personal ambitions lead.

Founded in 1949, the college has a rich history of providing the core curriculum for every undergraduate USD student, a tradition that continues today. By offering 32 majors, 38 minors, one certificate and three graduate programs, the college is where undergraduate students begin and graduate students refine their paths towards academic excellence and personal achievement.

University

Description:

The University of San Diego, an engaged and 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 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.

• 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.

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

• 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.

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

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

• Background check:
  Successful completion of a pre-employment background check.

Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

• Requires HS Diploma and four years of experience or Bachelor’s degree and two years of experience in a position that requires critical…