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Executive Assistant 1

University of San Diego

Details

Posted:

April 11, 2025

Location:

San Diego, California

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Executive Assistant 1

Position Title & Department: Executive Assistant; Ethical Development and Restorative Practices

Posting #: 5223

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:
This position will start after July 1, 2025.

The Executive Assistant, coordinates office work flow, supervises work study student staff, provides budget and scheduling support. Provides administrative support for the Associate Dean of Students and the Ethical Development and Restorative Practices department. Coordinates conduct and restorative justice meetings. Prepares correspondence relative to conduct action. Designs and produces print materials, informational handbooks and marketing pieces. Organizes various committee meetings and all documentation relative to such meetings. Performs administrative access changes and updates to the Maxient student conduct database. Coordinates training events and prepares materials for workshops and committee meetings. Serves as a key information source for students, employees, parents, alumni, trustees and the general public. Handles highly confidential information and materials. Schedules appointments, arranges meetings and travel accommodations.

Duties and Responsibilities:

Office Management

Acts as the office manager to the Office of Ethical Development and Restorative Practices.
Represents and supports department staff.
Prioritizes office workload to ensure duties are performed correctly and in a timely manner.
Conducts training and oversight of Work Study student and casual worker employees.
Coordinates employment schedules for student staff.
Completes regular feedback and evaluation of student staff employees.
Purchases office supplies and equipment.
Maintains the physical space of EDRP as a welcoming and restorative office.

Administrative Support

Serves as primary administrative support for the Associate Dean of Students and EDRP Department.
Screens and receives visitors; disseminates information and/or refers to proper administrator/department; screens phone Job Description View Event: Edit Position Restrictions: Executive Assistant calls and schedules appointments. Generates the Weekly Student Conduct Report and data needed for the office's annual report while also responding to inquiries from other university departments about student conduct data.
Prepares confidential discipline materials, coordinates conduct meetings, follow-up of incomplete sanctions and maintains historical records regarding conduct issues for EDRP employees. Composes correspondence on behalf of EDRP employees, including highly confidential and sensitive material.
Schedules all student conduct meetings for Critical Issues and Peer Review hearing boards. Schedules pre-hearing meetings, reserves rooms and invites participants (students, faculty, administrators, etc.).
Manages the calendars for EDRP employees, including the online appointment scheduling tool, monitoring schedules for conflicts.
Coordinates travel and accommodations for off campus conferences.
As needed, prepares agendas, binders, research and other materials; records and distributes minutes for meetings. Interacts with parents and guardians of students, providing general information regarding processes and procedures; and scheduling appointments with EDRP employees by phone or in person.
Prepares written materials, researches topics and purchases supplies for various meetings and workshops (on- and off campus events).
Assists in the preparation of departmental reports, annual budget requests and manuals by gathering, updating and summarizing information.
Prepares, organizes and maintains general files. Maintains records/files for various committees and professional affiliations (Restorative Justice Strategic Committee, etc).

Database Support

Develops and maintains departmental databases
Edits and updates the Maxient database, i.e., initial violations, sanctions, appeal processes, etc.
Coordinates information with Community Directors and Residential Life Leadership Team members. Provide support for the uploading of CRF's, fine forms, Public Safety reports, Police Reports and all information relevant to a discipline case into Maxient.
Assists with file maintenance and the file purge process.
Assists students requesting discipline clearance for studying abroad, transferring, or applying to Graduate School.
Verifies student information/schedules through the Banner system. Works with campus partners to verify student conduct records, as requested. (i.e. Study Abroad, Residential Life, Phi Beta Kappa, etc.).

Marketing, Communications & Information

Responsible for informational materials, websites, publications and social media.
Designs, updates and produces various brochures (USD Student Code of Rights and Responsibilities)
Maintains Ethical Development and Restorative Practices websites.
Monitors and revises on-line version Student Code of Rights and Responsibilities policies and procedures as directed.
Assists in and/or oversees bulk mailings (workshops, surveys, etc.).

Budget Support

Under guidance of the Associate Dean of Students, maintains departmental budgets for the Office of Ethical Development and Restorative Practices
Provides financial related support for USD Student Media.
Reconciles accounts; prepares requisitions and other accounting forms/monthly budget reports for the student conduct budget.
Draft and record budget transfer memos for the appropriate administrator's approval. Coordinates travel/conference arrangements: hotel and airline reservations, conference and retreat payments/deposits, and transportation needs.
Processes conduct fines; send fine memos to student accounts, track payments, assign to proper accounts and update in Maxient.
Produce a transaction log for monthly Corporate Credit card statements.

Special Conditions of Employment:

Some overtime may be required.

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. Bachelor's degree preferred.
Two years of progressively responsible administrative experience required. A Bachelor's degree may substitute for one year of required work experience.

Preferred Qualifications:

Supervisory experience preferred.

Performance Expectations - Knowledge, Skills and Abilities:

Ability to work independently and effectively, as well as initiate, coordinate, oversee and complete various projects with minimal supervision.
Clear, concise writing skills using proper English grammar, punctuation and spelling; accurate note-taking skills.
Thorough knowledge of general office practices and procedures.
Basic knowledge of accounting/bookkeeping principles. Excellent communication skills, both oral and written; ability to interact with a broad range of constituents using tact and diplomacy.
Must possess flexibility and versatility; able to adapt to and perform in new, changing or pressure situations.
Strong organizational skills and ability to prioritize workload. Ability to maintain confidentiality of information regarding students and employees as required by University policy and the Buckley Amendment.
Ability to create and design formal presentations, informational handbooks, innovative brochures and marketing materials. Ability to become familiar with University history, departments, fiscal procedures and specific governmental and other external regulations quickly.
Excellent skills in the use of specific equipment and tools as identified below.

Posting Salary:
$26.50 - $26.72 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:
This position will start after July 1, 2025.

Hours: 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 10, 2025
Applications close: Open until filled

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496997/executive-assistant-1

Internal Number: 6138503

About University of San Diego

The University of San Diego is committed to academic excellence, Catholic intellectual and social traditions, and providing a top-notch liberal arts education for scholars of all faiths. USD is located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean. The campus is renowned for its beauty, and features Spanish Renaissance-inspired architecture.

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Executive Assistant 1

University of San Diego

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