Executive Assistant I, College of Arts and Sciences

$41,954 - $55,578/Yr

University of San Diego - San Diego, CA

Part-time - Entry Level

San Diego, CA

About the position

The Executive Assistant I at the College of Arts and Sciences, University of San Diego, plays a crucial role in organizing, managing, and coordinating all administrative efforts in support of the department. This position serves as the primary contact for university personnel, students, parents, and external contacts, including the general public. The Executive Assistant supports the chair in all aspects of department management, which includes monitoring the budget and providing administrative support for faculty. This support encompasses a variety of tasks such as photocopying, ordering supplies, and other duties as assigned, ensuring that the department runs smoothly and efficiently. In terms of daily responsibilities, the Executive Assistant is tasked with maintaining the regular functions of the department office. This includes answering or directing general inquiries via phone and email, greeting and directing visitors, and serving as the first point of contact for students. The role also involves receiving and sorting mail, coordinating deliveries and technical services, ordering department supplies in accordance with university protocols, and ensuring that department facilities are maintained as needed. Budget management is another critical aspect of this position. The Executive Assistant is responsible for keeping budget records to ensure that spending aligns with budget allocations, processing expense reports and other accounts payable forms, and accessing budget information through Workday. Additionally, the role includes processing part-time faculty contracts using DocuSign and coordinating background checks for new employees. The Executive Assistant also plays a key role in orienting new faculty and staff to office procedures. External communication is a significant part of the job, as the Executive Assistant maintains and audits the department website, ensuring that faculty biographical information is consistent with University Communications standards. The role also involves curating department social media accounts, coordinating marketing efforts for department-sponsored events with the College marketing team, and managing the department newsletter and other promotional materials. Supervision of work-study students is another responsibility, which includes approving time cards, delegating tasks, providing performance feedback and mentoring, and advertising positions to hire work-study students as necessary. The Executive Assistant may also be called upon to organize department-level student and faculty events, such as the Honors Society Ceremony, invited speakers, film screenings, and lecture series, as needed.

Responsibilities

• Maintain regular functions of department office including answering inquiries and greeting visitors.
• Serve as the first point of contact for students and manage mail and deliveries.
• Order department supplies and ensure facilities are maintained.
• Keep budget records and process expense reports to align spending with budget allocation.
• Access budget information through Workday and process part-time faculty contracts using DocuSign.
• Coordinate background checks for new employees and orient new faculty and staff to office procedures.
• Maintain and audit the department website and curate social media accounts.
• Coordinate marketing efforts for department-sponsored events and manage newsletters or promotional materials.
• Supervise work-study student activities, approve time cards, and provide performance feedback.
• Organize department-level student and faculty events as needed.

Requirements

• High school diploma or GED with four years of experience, or a Bachelor's degree with two years of experience in a role requiring critical thinking and analytical skills.
• Proven record of superior customer service skills and a commitment to continuous improvement.
• Excellent communication skills with the ability to maintain confidentiality and handle sensitive data.
• Ability to manage multiple tasks, deadlines, and time constraints effectively.
• Detail-oriented, independent thinker with good judgment and team collaboration skills.
• Proficient in Microsoft Word, Excel, PowerPoint, Google office systems, Cascade CMS, Workday, and DocuSign.

Nice-to-haves

• Experience in a higher education environment.
• Familiarity with budget management and accounting processes.
• Knowledge of social media marketing strategies.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Retirement contribution by the University
• Access to on-campus Fitness Centers