Job Details

Executive Assistant 2

Position Number: 6189436
Location: San Diego, CA
Position Type: Executive Assistants

Executive Assistant 2

Position Title & Department: Executive Assistant 2; Student Affairs

Posting #: 5234

Department Description:
In the Catholic tradition, the Student Affairs Division strives to create an inclusive, educational environment which motivates and supports student learning and personal development, serves the University community, and inspires students to make a positive contribution to society. Our philosophy and approach is to collaboratively work with Academic Affairs and all areas of the University to create an integrated learning environment.

The Student Affairs Division is a dynamic, student centered and learning organization. We are poised to create a vibrant and active co-curricular learning experience for all students. Our emphasis on leadership development and social change allows us to work on developing future ethical leaders to serve in a complex, global and changing world. We are committed to fostering a sense of belonging and continuously building toward a just, welcoming and caring community for all.

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:
In the Catholic Higher Education tradition, the Division of Student Affairs creates an educational environment that motivates and inspires student learning and personal development in alignment with the university's student success model and co-curricular learning outcomes, serves the University community, and challenges students to make a positive contribution to society.

Works closely with the Assistant Vice President/Dean of Students, Office of Student Success, Residential Life, Office for Ethical Development and Restorative Practices, Torero Hub and Community and Leadership Development. Assists AVP to develop, plan and administer all accounting, budgetary, strategic planning, personnel functions and administrative projects within the department. Prepares correspondence and schedules appointments with regard to highly confidential discipline issues. Serves as liaison to investigators from federal and state agencies regarding student discipline records. To ensure efficient use of the AVP's time, the incumbent will exercise self-initiative in continuously analyzing day-to-day operations. Exercises independent judgment and initiative in bringing information or problems to the AVP's attention. As part of the Student Affairs Vice President's Suite staff, supports the Vice President of Student Affairs as requested. Shares office management responsibilities and supervises and professionally develops student employees on priority division and/or office projects.

Duties and Responsibilities:

Provides day-to-day and long-range assistance to the AVP/DOS on a wide variety of assignments and special projects:

Alerts the AVP/DOS regarding student emergencies/illness situations. Facilitates the activation of the crisis response team when needed. Helps to coordinate the release of confidential information regarding student deaths and other highly sensitive student situations to public relations and the media as necessary.
Schedules appointments; maintains the AVP/DOS's electronic and print calendars.
Composes correspondence and memoranda on behalf of the AVP/DOS, including highly confidential and sensitive material.
Transcribes notes for correspondence, reports, meeting minutes, recommendations and memoranda. Screens and receives visitors; gives out information and/or refers to proper administrator/department; screens phone calls.
Organizes various inter- and intra-departmental meetings, prepares agendas, records and distributes minutes.
Identifies resources and researches information needs via the internet, library and other sources to support administrative decision making.
Serves as secretary for committee meetings by creating minutes and distributing communications (e.g, Dean of Students Leadership Team Meetings, Area Meetings)
Maintains records/files for various committees and professional affiliations
Prepares, organizes and manages and maintains files.
Arranges regular weekly meetings for all directors reporting directly to the AVP/DOS Using independent judgment, directs inquiries from parents to the AVP/DOS in a timely manner. (e.g., calling AVP/DOS via cell phone). Engages parents empathetically by listening to concerns and assuring them their concern will be addressed appropriately.
Tracks professional staff and support staff personal, vacation, and sick days.
Works closely with the AVP in coordinating the posting, interview and hiring processes for professional positions.

Assists AVP/DOS with the management of judicial affairs:

Maintains and monitors confidentiality regulations in the sharing of verbal and written information.
Assists with the preparation, implementation and the maintenance of the Student Code of Rights and Responsibilities.
Serves as liaison to investigators from federal and state agencies regarding student discipline records.
Verifies student information/schedules through the Banner system.
Prepares correspondence and schedules appointments with regard to highly confidential discipline issues.
Schedules appellate meetings as needed.

Works closely with AVP in overseeing AVP/DOS's budget matters:

Processes invoices and purchases supplies and other necessary items.
Compiles budget data from AVP/DOS's units to maintain and reconcile budgets.
Maintains AVP/DOS's budget, reconciles accounts and prepares requisitions and other financial documents.
Reconciles One Card for AVP/DOS.
Coordinates travel/conference arrangements: hotel and airline reservations, conference and retreat payments/deposits, and transportation needs.

Supervision:

Recruits, hires, trains, schedules, supervises, and evaluates all student employees supporting the VPSA suite.
Provides direction to student employees on priority division and/or office projects.
Design, plan, and implement learning opportunities.

Manager of AVP/DOS's area Web sites:

Oversees and improves information contained on the AVP/DOS Web site.
Ensures that information contained in all AVP/DOS's Area Web sites is current.
Monitors and revises Student Code of Rights and Responsibilities policies and procedures when appropriate.

Special Conditions of Employment:

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 or equivalent work experience required. Substitution: A high school diploma and two additional years of work experience may substitute for a bachelor's degree, at the rate of one year of work experience is equivalent to two years of education.
Three years working in an administrative support role required.

Performance Expectations - Knowledge, Skills and Abilities:

Excellent project management skills.
Ability to communicate effectively, both orally and in writing, with a diverse group of people.
Ability to establish effective professional relationships with various university and community constituents.
Excellent organizational skills and ability to prioritize multiple tasks.
Excellent interpersonal skills.
An ability to quickly learn USD departments, functions, procedures, and systems.

Tools and Equipment Used:

Personal computer, various software applications (spreadsheet, word processing, database, PowerPoint, etc.), telephone, fax, scanner, and other related office equipment.

Posting Salary:
$30.12 - $33.04 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 three 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 a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: April 30, 2025
Applications close: Open until filled

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/497008/executive-assistant-2