Executive Assistant 1

Job description

Executive Assistant 1
University of San Diego

Department: Advancement Services
Staff Full-Time
Job IRC#27918

Job Description:
The executive assistant for Advancement Services provides complex and routine administrative support for the senior director, assistant director, and senior programmer of Advancement Services. This position manages, allocates, and reconciles the Advancement Services budget. The EAI oversees the daily office duties for the department including: training, motivating, and supervising assigned student workers and handling all inquiries and concerns (phone, in-person, and email). This position assists with adding, verifying, and modifying biographical data in the alumni database; serves as a back-up for gift receiving, batching, and depositing; and provides assistance on prospect research projects. Supervision received: this position functions under the general guidance and direction of the senior director of Advancement Services. Supervision exercised: this position directly supervises designated student worker(s).

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

  • Answer and screen phone calls and personally provide requested information or refer calls to appropriate staff.
  • Serve as friendly initial contact to visitors.
  • Serve as supervisor for assigned student and casual worker(s); train as needed or identify appropriate trainer.
  • Provide direct administrative support to senior director, assistant director, and senior programmer including:
  • Coordinate calendar and travel as needed;
  • Compose, edit, and deliver (e-mail; USPS; inter-campus) correspondence from senior director to USD constituents and campus community;
  • Provide administrative support for other initiatives as needed.
  • Suggest, develop office procedures to maximize work flow efficiency.
  • Independently maintain office equipment and supplies in offices.
  • Inventory, order, and purchase all supplies, software and stationery for department.
  • Assist in creating agendas for monthly department staff meetings and DMT biweekly meetings.
  • Update and maintain department policies and procedures.
  • Update and maintain department contact information.
  • Independently maintain physical appearance of personal work space, general office work space and storage areas on a daily basis.

    Budget Management
  • Oversee and manage budget for Advancement Services:
  • Reconcile budget on monthly basis using Noetix reports and Excel;
  • Monitor all department expenditures;
  • Prepare annual department budget appropriations, requests, and forecasts;
  • Request, prepare, and route all forms needed for budgetary approval signatures (invoices, travel and entertainment expense reports, Procard and Alcala card transaction logs, petty cash, journal entries);
  • Maintain, review, and order annual renewals for subscriptions, equipment support contracts, and memberships;
  • Keep senior director apprised of budget status;
  • Maintain all receipts, transaction logs, expense reports, and other paperwork pertaining to budget expenses in a neat and orderly fashion for a period of three years.

    Advance and Operational Support
  • Update constituent information in Advance.
  • Assist with adding, verifying and modifying biographical data in Advance records using Banner, paid for subscriptions, and free search engine tools (parent card prospects, returned mail, data integrity reports).
  • Participate in testing phases of database upgrades.
  • Serve as back-up for gift receiving, batching, and depositing using Access and Excel.
  • Serve as back-up for daily deposit and mailroom sorting.
  • Serve as back-up for creating new Advance users.
  • Work collaboratively with Accounting, the Cashier's office, Annual Giving, and other campus departments to supply and obtain requested information regarding deposited gifts.
  • Process nightly SmartCall data feeds.
  • Responsible for maintaining the termed employee report.
  • Provide support for other Advance projects as needed.

    Prospect Research Support
  • Assist with seasonal prospect research projects (parent cards, alumni events).
  • Assist with verifying and compiling Committee on Trustees prospect list.
  • Prepare Trip Lists for development officers:
  • Perform Advanced Lookup providing query parameters (done repeatedly if needed to increase the pool revising the parameters of the search);
  • Retrieve data and save to Excel;
  • Cull the prospects using Banner, paid for subscriptions, and free search engine tools to screen and verify USD enrollment, employment, and residency;
  • Deliver/email final report in “Briefing Notes with Assets” format.
  • Provide support for other research projects as needed.

    Minimum and Preferred

  • Requires high school or a high school equivalency diploma. Bachelor's degree preferred.
  • Minimum of three years administrative/executive support experience. Two years of college education may substitute for one year of work experience.
  • Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills; must exhibit attention to detail with a high degree of accuracy and excellent organizational skills.
  • Good command of the English language including grammar, spelling, punctuation, formats, proofreading, and syntax.
  • Knowledge of basic accounting principles.
  • Relational database experience.
  • Knowledge of USD policies and procedures.
  • Must possess good judgment, tact, sensitivity, and discretion in handling confidential materials and situations.
  • Ability to prepare statistical reports from raw data.
  • Mature interpersonal skills; excellent customer service skills. Must be able to work effectively with diverse groups.

    Performance Expectations: Knowledge, Skills & Abilities
  • Position requires attention to detail and excellent organizational and time management skills.
  • Perform complex clerical/accounting/bookkeeping functions independently with a minimum of supervision.
  • Must anticipate the needs of the department and be flexible and versatile in order to contribute to evolving work situations.
  • Must be able to work independently, taking initiative and setting priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
  • Maintain confidentiality regarding donor/prospect information and other aspects of daily work.
  • Competent with Microsoft Office applications and comfortable with learning new software, applications, and interfaces.
  • Ability to extract, analyze, interpret, and produce clear and concise reports.
  • Ability to interact effectively and diplomatically with diverse personalities.
  • Able to independently make responsible and effective decisions when dealing with challenges.
  • Ability to supervise, teach, and motivate people.
  • Familiarity with Oracle program and POETS coding preferred.
  • Thorough knowledge of modern office practices and procedures.
  • Maintain records in a neat and orderly fashion.
  • Must be friendly and personable.

    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 hours per week

    Closing date: June 1, 2018

    For more information or to apply visit http://www.sandiego.edu/jobs/

    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: 5/10/2018
    Application Due: 6/4/2018
    Work Type: