Executive Assistant 1
University of San Diego
Department: Alumni Relations
The executive assistant I (EAI) will provide comprehensive executive support to the senior director of Alumni Relations and the administrative staff. The EAI makes appointments and travel arrangements, coordinates meetings across campus and with external constituents, and manages complex calendars for the senior director and administrative staff. This position coordinates the activities of the Alumni Association Board of Directors. This position will also serve as the primary receptionist for the Office of Alumni Relations creating and maintaining a professional and welcoming environment. The EAI will field questions relating to every aspect of departmental operations and projects. This position will represent the departments on the phone and in person to trustees, donors, and constituents as appropriate. This position is also responsible for recruiting, hiring, scheduling, supervising, and managing the student workforce in the department. The EAI 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 senior director of Alumni Relations. Supervision exercised: this position directly supervises two or more student workers per semester and casual workers as needed.
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.
Office Management and Reception
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.
Maintain alumni ID requests made in person, via the telephone, or through e-mail; manual addition of updates or new records in Ellucian 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.
Responsible for organization and maintenance of both electronic and paper files including responding to and routing of email to email@example.com and firstname.lastname@example.org 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.
Recruit, train, schedule, and supervise assigned student workers.
Exercise self-initiative to update confidential alumni information in Ellucian Advance™.
Work collaboratively with AR staff and University Events and Promotions in the production of Alumni Association events.
Alumni Association Board of Directors Support
Provide communication support for the USD Alumni Association Board of Directors, including but not limited to:
oAssist in creation and distribution of all written communication;
oTake RSVPs for all Alumni Board activities;
oUpdate Alumni Board of Directors website and iModules group.
Record and file Board meeting minutes, post meeting minutes to web/iModules group, and run Advance reports as needed for assigned committees.
Assist in creation of presentations to include any associated materials for Alumni Board meetings or other meetings as assigned.
Prepare meeting logistics for Alumni Board meetings, including catering menus, room requests, special parking reservations, teleconference setup, laptop and projector setup, webinars, etc.
Calendar and plan all logistics for the following Board meetings:
oAlumni Board quarterly meetings;
oExecutive Committee meetings;
oOther committee meetings as assigned.
Administrative and Programmatic Support
Provide direct support to the senior director of Alumni Relations:
oCoordinate senior director's calendar and travel schedule as needed;
oCompose, edit, and file correspondence from senior director to alumni constituents;
oAdministrative support for donor cultivation/prospect management initiatives;
oAdministrative support for other initiatives as needed.
Work collaboratively with the director of International Constituent Relations in the production of international engagement events.
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.
Support the university's annual Kyoto Prize Symposium (KPS), including but not limited to:
oAttend logistical meetings of the Kyoto Symposium Organization (KSO) Planning Committee;
oIn 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;
oProcess RSVPs, access KSO's online registration system, and answer questions by phone;
oDeliver promotional materials;
oOrganize the day-of registration process for USD's symposium;
oCoordinate and organize volunteer work force for USD's symposium.
As determined by the senior director, the executive assistant will perform other duties, as assigned.
Minimum and Preferred
USD alumnus/a preferred.
Requires high school diploma. Bachelor's degree preferred.
Three 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, with the ability to take initiative and 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's 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.
Salary: $19.00 per hour; 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 20, 2018
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, visitwww.sandiego.edu/smokefree.
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