University of San Diego

Serve as the initial and very important contact and liaison for the CID with students, staff, faculty, administrators, alumni, and others external to the university, as well as other offices within the university (e.g. Provost’s Office, Student Affairs Office, Procurement, Print Shop, ITS, Media Services, Public Safety, etc. Coordinate schedules, including travel and hotel accommodations for Vice Provost and guest speakers.. Support Tribal Liaison position in development and implementation of programs, activities and networks that connect the University to urban-and reservation-based American Indian communities.. Supervisory Schedule, supervise, and evaluate work-study, grad assistants, casual labor, and volunteer students.. Experience using Google calendar, Salesforce for communications, Workday and Concur (or similar applications).

executive assistant

Duties and Responsibilities:Administrative   Maintain confidentiality and professional decorum in all aspects of job performance. Functions as the Vice Provost’s primary staff support. Serve as the initial and very important contact and liaison for the CID with students, staff, faculty, administrators, alumni, and others external to the university, as well as other offices within the university (e.g. Provost’s Office, Student Affairs Office, Procurement, Print Shop, ITS, Media Services, Public Safety, etc.). Coordinate and maintain Vice Provost / Director schedules. Coordinate schedules, including travel and hotel accommodations for Vice Provost and guest speakers. Assist in organizing events, design and send out invitations, keep log of registrations, arrange for food and drinks; reserves meeting rooms and arranges catering. Assist in the development and distribution of informational and marketing materials. Create and maintain departmental web pages using appropriate software (i.e. Canva, Dreamweaver, Contribute or other software supported by the university).Assist with files, letters, preparation of departmental reports such as monthly, quarterly and annual budget reports and other reports as requested.Manages communication, information, and provides follow-up of assigned duties to ensure completion.Manages CID emails determining time sensitive issues, prioritizing and responding to messages, scheduling meetings, and providing follow-upAnswer telephones, take messages, and greet visitors respectfully and courteously. Working as the Office Manager, plans, manages and directs office workflow, anticipating needs and requirements.  Provides leadership to office staff while encouraging continuous improvement.Plans monthly general office meetings to ensure effective teamwork.Run departmental errands both on and off campus. Oversee general maintenance and organization of the office. Maintain and oversee repairs for office equipment Sort and distribute incoming mail and prepare outgoing packages and express mail.Purchase office supplies.Support Tribal Liaison position in development and implementation of programs, activities and networks that connect the University to urban-and reservation-based American Indian communities.Possess excellent human relations skills and the ability to work with various university constituents; ability to develop and use empathetic listening skills, communicate with clarity and effectiveness both orally and in writing; maintain an attitude that conveys respect, cooperation, honesty, and resourcefulness.Event Coordination Support planning and execution of events ranging in size from small (15‐30 people) to larger‐scale (100+ people) events Ensure that the target audience is engaged and the message of such an event is properly marketedAct as main point of contact for vendor partnerships and manage all administration and logistics around the events ‐ contracts, budget management, communications, liaising with procurement and catering as well as on site execution 3 Communicate timelines, processes and event updates as required by the Director of The Center for Inclusion and Diversity or other internal key stakeholders to support the successful completion of the event and/or conferenceDevelop memos, slide decks and other documents as needed by the CID director   Manage all changes effectively by keeping forms and paperwork updated and saved properly on the network; communicate and manage all changes with vendors and other involved parties   Provide thoughtful and collaborative data, insight, feedback and recommendations that can be implemented to improve future events   Support faculty and staff affinity groups in collaboration with Human ResourcesBudgetary Function as the budgetary officer by tracking expenditures, verifying the accuracy of invoice billing amounts, and reconciling accounts payable and accounts receivable. Resolve invoice and accounting problems; correspond with vendors in case of billing discrepancies.Process the paperwork necessary for grants and travel reimbursements and expense reports.Oversees & prepares journal entries as well as check requests for numerous department grants.Supervisory Schedule, supervise, and evaluate work-study, grad assistants, casual labor, and volunteer students.Monitor student labor hours and funds to ensure proper expenditures are metSpecial 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:High School diploma required.2+ years of administrative support experience required.  Two years of college education may substitute for one year of work experience.1+ years of event coordination experience required.Experience using Google calendar, Salesforce for communications, Workday and Concur (or similar applications). Critical thinking and analytical skills. Ability to deal effectively and diplomatically with diverse personalities and backgrounds.Excellent interpersonal, communication and public relations abilities with a strong background in written and verbal skills with diverse populations.Experience and fluency using MS Office and social media tools desired. Attention to detail, excellent organizational, and time management skills. Ability to make prudent judgments and decisions.Able to work independently, multi-task, and meet deadlines.Thorough knowledge of current office practice and procedures, good business English, writing, and proofreading skills. Ability to work effectively, accurately and cheerfully under pressure and with constant interruptions. Ability to create and maintain an office that is both welcoming and professional for a diverse constituency.Knowledge of University’s Policies and Procedures.Preferred Qualifications:Bachelor’s degree preferred.Some supervisory experience preferred.

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