Executive Assistant 1, Kroc Institute for Peace and Justice

Department Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.


Detailed Description:

Are you passionate about peace and justice?

Are you eager to use your skills to support a dynamic university-based team leading local and international peacebuilding?

The Joan B. Kroc Institute for peace and Justice, is seeking a highly organized, self-starting and dynamic Executive Assistant to support the core administrative and budgetary support of the institute.

Our ideal candidate is capable of supporting multiple programs and administrative tasks efficiently and with tremendous attention to detail. You are a perpetual learner, eager to grow your skills and adapt to the needs of supporting staff, processes and programs that may at times be fluid and unpredictable. You will be responsible for understanding these needs and proactively communicating with the utmost professionalism with a wide range of stakeholders, including donors, international peacebuilders and government officials.

Your core responsibilities will be to serve as the first point of contact and provide a professional, welcoming environment to all visitors. Manage the Executive and Associate Directors' appointment calendar, schedule and travel arrangements. Provide general administrative support to IPJ, make travel arrangements, prepare travel and expense reimbursement requests, and coordinate logistics and travel for visitors. Coordinate meetings and related logistics. Coordinate special projects as requested. Receives supervision from the Associate Director for Peacemakers Programs. This position supervises work-study students, other student workers, and volunteers.

Job Duties

• Provide administrative and budgetary support to the Directors and staff.
• Manage the Directors' appointment calendars, schedules and travel arrangements.
• Serve as the first point of contact for the IPJ, and provide a professional, welcoming environment to those contacting the office. Provide information and direct visitors, calls and emails to appropriate staff and departments in a timely manner.
• Provide general administrative support such as word processing/typing, photocopying, faxing, mail distribution, filing, answering telephones, and taking and relaying detailed messages in a timely manner.
• Compose correspondence, research and draft reports, create multiple letters using field merges, prepare spreadsheets using Microsoft Excel, prepare financial and other reports using Oracle and other software, create and maintain databases.
• Coordinate, create and deliver approved content on a day-to-day basis via social media outlets (Twitter, Facebook, etc.) and other platforms.
• Update the IPJ website as needed.
• Collaborate with the Kroc School's Communications and Marketing team and the IPJ Event Coordinator to support social media and email campaigns targeting key audiences.
• Coordinate logistics and travel arrangements for visitors as requested. Provide guests with USD/Kroc School reimbursement policies and procedures.
• Prepare travel and expense reimbursement requests.
• Organize meeting logistics; reserve meeting room, order audiovisual equipment, catering, etc.
• Coordinate special projects as requested.

Job Requirements:

Minimum and Preferred Qualifications

• High School Diploma; Bachelor’s Degree Preferred
• Three years of administrative support experience, preferably in a university or other educational environment. Education may be substituted for up to two years of experience at the rate of two years college = 1 year experience.
• Demonstrated computer fluency and proficiency in the use of Microsoft Suite of Products (Outlook, Word, Excel, Powerpoint), Adobe Cloud (Photoshop, Publisher, InDesign) or related design software, Cascade Server or other web content software.
• Demonstrated experience in the professional use of social media (Twitter, Facebook, etc.) and coordinating and updating website content.
• Second language preferred.
• Demonstrated initiative and experience independently setting priorities, organizing workload, and managing conflicting goals and agendas in a fast-paced environment.
• Excellent verbal and written communication skills.
• Demonstrated problem solving and analytical skills.
• Possesses strong interpersonal skills including tact, poise, diplomacy and hospitality with a diverse population in a demanding environment.
• Demonstrated ability to work effectively with minimal supervision.

Performance Expectations: Knowledge, Skills and Abilities

• Highly organized and detail oriented.
• Demonstrated ability to work effectively with minimal supervision.
• Demonstrated ability to remain flexible and ability to work in a growing and changing organization.
• Ability to initiate, coordinate and complete various projects with minimal supervision.
• Ability to prioritize and manage multiple tasks simultaneously; work in a fast paced and occasionally high- pressure environment.
• Ability to maintain confidentiality.
• Ability to interact appropriately with colleagues at all levels within the University, the public, high-level diplomats, community leaders, and guests from local, national and international communities.
• Knowledge of or ability to learn and effectively use software programs (Oracle, Noetix, Cascade Server, Advance Database).
• Willingness to learn University policies and procedures.

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.


Posting Salary:

$18.16- $22.70; 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


Special Application Instructions

Click Apply Now to complete our online application. In addition, please 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 jobs@sandiego.edu


Additional Details:

Hours: $37.5 hours per week; Scheduled work hours Monday - Friday, 8:30 am - 5:00 pm

Closing date: April 2, 2019

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, visit www.sandiego.edu/smokefree.


To apply, visit http://jobs.sandiego.edu/cw/en-us/job/492600/executive-assistant-1-kroc-institute-for-peace-and-justice





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