Executive Assistant 1

Job description

Executive Assistant 1
University of San Diego

Department: Law School External Relations
Staff Full-Time
Job IRC#27519

Job Description:
The Executive Assistant will provide both general administrative operations support and project-specific support to an organization that is responsible for donor outreach and development, community engagement, alumni relations, events, publicity, marketing and all external relations. 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. Supervision received: works under general supervision of Development and External Relations Support Supervisor. Is expected to demonstrate initiative, dependability, and accuracy. Will be working on multiple events concurrently, with multiple project managers. Supervision exercised: 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 External Relations department

  • 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
  • Coordinate update of the electronic bulletin board located in Law School buildings
  • 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
    Data Management and Support
  • Review all department returned mail/email to update Advance
  • Perform research to locate/revise contact information in Advance
  • Update Advance with new/revised contact information
  • Assist in maintaining AALS faculty lists (for marketing mailings)
  • Assist in maintaining contact information for local judges
  • Coordinate update of student email lists from Registrar each semester
  • Generate Advance reports for specific constituencies
  • Assist with development of invitation/mailing lists for various events/publications

    Support Dean's Office in Alumni/Community/Donor Outreach
  • Schedule meetings with individuals to meet with the Dean
  • Coordinate with Dean's Office on attendance at specific events
  • Synchronize travel arrangements for Dean/External Relations personnel

    Travel Support
  • Arrange/coordinate flight, hotel and ground transportation for travelers
  • Document travel itinerary with locations/maps/meeting confirmation
  • Provide donor prospect briefing, if applicable.

    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
  • Process life insurance premium payments
    Other projects, as assigned and prioritized, to assist department members with correspondence, meeting management, training, understanding policies and procedures

  • 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:
    oMinimum of intermediate-to-high achievement with Word, Excel and all Google programs. (Skills testing will be performed by Human Resources)
    oDemonstrated 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.

    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 hours 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, visitwww.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 [email protected]





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    Job No:
    Posted: 4/9/2018
    Application Due: 6/5/2018
    Work Type: