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Executive Assistant 1
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Position Number: 1244429
Location: San Diego, CA
Position Type: Executive Assistants

Title: Executive Assistant 1
Department: Law School Finance and Administration
Staff Full-Time
Job IRC#28678

Job Description:
The Executive Assistant will provide both general administrative operations support and project-specific support to an organization that is responsible for events, publicity, marketing, finance, and other law school administrative functions. Maintains confidentiality and uses tact/diplomacy on a regular basis. Team work and collaboration with all areas of the law school and university are essential. Works under general supervision of the Assistant Dean of Law School Finance and Administration. Is expected to demonstrate initiative, dependability, and accuracy. Will be working on multiple events concurrently, with multiple project managers. May supervise work-study students and event volunteers.

Duties and Responsibilities:
The responsibilities described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.

General office support for the Law School Finance and Administration organization

Ensure coverage of phones during office hours: 8:30 a.m. to 5:00 p.m.

Monitor generic departmental email accounts and direct messages to appropriate law school or university department

Assist with department budget review process by preparing reports and initiating corrective actions when needed

Assist with the scheduling of department meetings, provide agenda, document action items for follow-up

Process invoices and expense reimbursement documents

Process university credit cards and charge cards (One Card)

Assist with the development, periodic review and update of the department website

Maintain inventory of all physical and electronic office files and keep updated on a regular and consistent basis

Ensure proper maintenance and functioning of office equipment

Maintain inventory of office supplies and re-order supplies as needed

Order office stationary, envelopes, business cards, badges as needed

Coordinate copying, mailing, filing, as needed

Coordinate mail pick-up for organization

Update staff contact information with UR and Law School as needed

Maintain and coordinate periodic purge of organization storage area

Data Management and Maintenance: Enters data into Event Management System, providing administrative support and database management for event-related activities.

Alumni metrics and data analysis: Social Media Engagement (LinkedIn, Facebook etc.); Email Open Rates; Email Addresses; Events; Attendance; Costs; Regions; Volunteers; Sponsorships; Participation; Philanthropy & Stewardship

Event Support

Arrange/coordinate flight, hotel and ground transportation for travelers.

Document travel itinerary with locations/maps/meeting confirmation.

Provide donor prospect briefing, if applicable.

Schedule meetings with individuals to meet with the Dean

Coordinate with Dean's Office on attendance at specific events.

Other Tasks

Assist with the coordination of photo shoots for publications

Assist with the coordination of receiving final receipts and review of vendor quotes for various activities

Provide system data updates for MyPostings or Blue Hornet

Other projects, as assigned and prioritized, to assist department members with correspondence, meeting management, training, understanding policies and procedures

Qualifications:

High school degree required; bachelor's degree preferred

Three years general office experience required; high degree of external contact preferred

Strong computer skills for spreadsheet reporting, database maintenance, web design and maintenance required:
- Minimum of intermediate-to-high achievement with Word, Excel and all Google programs. (Skills testing will be performed by Human Resources)
- Demonstrated database management skills, including basic-intermediate report writing skills and the ability to transform data into management-level information reports

Ability to independently prioritize workload effectively to meet deadlines

Extremely high degree of accuracy and attention to detail

Demonstrated problem solving and analytical skills with the ability to proactively communicate potential problems or new solutions for all aspects of office operations

Strong written and verbal skills, particularly telephone etiquette and the ability to draft and edit correspondence

Ability to handle confidential information, maintain strict confidentiality, and exhibit good judgment in dealing with administrators, faculty, students, staff, and external constituents.

Ability to work in a busy, fast paced office environment with a high degree of calm, confidence, and professionalism

Ability to flex work hours to work evenings or week-ends, as needed

Valid driver's license and ability to drive to offsite event venues, as needed

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.

Salary: 18.16 - $21.00 per hour; Excellent Benefits. UR positions, add salary range, unless noted otherwise

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), 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

Hours: 37.5 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

Click Apply Now to complete our online application. In addition, you are strongly recommended to 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 hr@sandiego.edu