Administrative Assistant II

San Diego
Apr 10, 2017
Institution Type
Four-Year Institution

Administrative Assistant II
University of San Diego

Department: Alumni Relations	
Staff Full-Time
Job IRC#23456

Job Description:
The administrative assistant II (AA) will serve as the primary receptionist for the Offices of Alumni Relations (AR) and International Constituent Relations (ICR) creating and maintaining a professional and welcoming environment. This position will also provide comprehensive administrative support to the director of ICR. This position is responsible for all aspects of daily office management, including processing departmental business transactions and arranging the IRC director's calendar and travel. The AA will field questions relating to every aspect of departmental operations and projects for both AR and ICR. This position will represent the departments on the phone and in person to trustees, donors, and constituents as appropriate. The AA must exercise sound judgment and independent initiative on a wide range of assignments and special projects. Supervision received: this position functions under the general guidance and direction of the director of International Constituent Relations.

Essential 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.

Reception and Office Management	
• Manage and adjust office work flow in an environment with continually shifting priorities for maximum efficiency; ensure deadlines are met on a daily basis; maintain a professional, diplomatic, and cheerful demeanor in all situations.
• Greet and assist visitors, respond to general office correspondence, and process mail.
• Maintain alumni ID requests made in person, via the telephone, or through e-mail; manual addition of updates or new records in Advance.
• Answer multiple phone lines, direct confidential information to appropriate personnel, and provide courtesy support for other offices as needed.
• Responsible for written and electronic correspondence typing and editing.
• Responsible for organization and maintenance of both electronic and paper files including responding to and routing of email to and addresses.
• Independently maintain physical appearance of work space, reception area, mailroom, and storage areas; maintain office equipment; order supplies.
• Manage departmental subscriptions and memberships.
• Assist with special university, community, and constituent events as needed.

Programmatic Support		
• Record event attendance using Ellucian Advance™ for AR and ICR events including but not limited to Homecoming, USD Alumni Honors, USD Wine Classic, and international reunions.
• Assist with coordination of AR and ICR events; prepare and submit catering markers/menus, room requests, and other logistics for events, including those held internationally; provide on-site event assistance when necessary.
• Support the university's annual Kyoto Prize Symposium (KPS), including but not limited to:
- Attend logistical meetings of the Kyoto Symposium Organization (KSO) Planning Committee;
- In coordination with the Media Communications team, create and maintain outreach lists for high schools, community organizations, community colleges/universities, and any organization promoting USD's symposium;
- Process RSVPs, access KSO's online registration system, and answer questions by phone;
- Deliver promotional materials;
- Organize the day-of registration process for USD's symposium;
- Coordinate and organize volunteer work force for USD's symposium.

Assistant to the Director of International Constituent Relations	
• Manage the director's appointment calendar, handle scheduling conflicts, and provide daily and weekly briefings.
• Coordinate the director's travel arrangements including international reservations, conference registrations, hotel accommodations, and transportation.
• Compose, edit, and file correspondence and other business transactions on behalf of the director.
• Input relevant information in Ellucian Advance™; prepare reports and database research as directed.
• Coordinate on- and off-campus meeting arrangements including dining facilities, catering, meeting rooms, and reserved parking for guests including other accommodations for those with special needs. Send meeting notices/updates, confirmations, and materials as needed.
• As determined by the director, the assistant will perform other duties, as assigned.

Minimum and Preferred
• Requires high school diploma. Bachelor's degree preferred.
• Two years of related work experience including a strong understanding of standard office procedures and best practices, equipment, and business/professional ethics. Two years of college education may substitute for one year of work experience.
• Bilingual English/Spanish-speaking skills preferred. Facility in additional languages could be advantageous, depending upon the focus of international outreach.
• Must possess excellent interpersonal, organizational, and time management skills.
• Must have the ability to establish and maintain productive working relationships with a diverse group of staff and volunteers and maintain an attitude that conveys respect.
• Intermediate experience of MS Office programs; experience with database management systems (Ellucian Advance™); ability to learn new computer programs quickly and efficiently.
• Excellent command of the English language including grammar, spelling, punctuation, formats, proofreading, and syntax.
• Must be able to work independently, taking initiative and be able to ascertain priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
• In controversial/sensitive matters this person will need to know how to respond effectively and refer individuals as needed for further assistance, while maintaining confidentiality and professionalism at all times.

Performance Expectations: Knowledge, Skills & Abilities
• Cross-cultural sensitivities desired; must be friendly and personable; mature, positive attitude; a team player.
• Must possess exceptional critical listening and thinking skills.
• Position requires attention to detail and excellent organizational skills; ability to perform complex clerical functions and accurate databases updates independently with a minimum of supervision.
• Must be able to respond to unanticipated situations and shift priorities at a moment's notice in a fast paced office environment remaining calm in challenging situations.
• Must strive to provide superb customer service and work effectively with constant interruptions.
• Must have the ability to act with tact and diplomacy and handle confidential information with discretion.
• Knowledge of USD policies and procedures.

Special Qualifications & Conditions of Employment:
• Position may require occasional overtime (evenings and/or weekends) depending on the nature of the event or activity.

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. Serious candidates are encouraged to request official transcripts to help expedite the hiring process.

Salary: Commensurate with experience; Excellent Benefits.

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: April 21, 2017

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,

Click to complete our online application and be sure to upload your resume for full consideration. In addition to your resume, you are strongly encouraged to upload a cover letter 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


Similar jobs

Similar jobs