Administrative Assistant II, Professional and Continuing Education

Job description

Administrative Assistant II, Professional and Continuing Education

Posting # 1457

University 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:
The administrative assistant for the Division of Professional and Continuing Education (PCE) at the University of San Diego serves in the capacity of general office management for the department, creating and maintaining various databases, making travel arrangements, coordinating special events, preparing and submitting expense reports, and taking/producing minutes. Provides administrative support to the Associate Provost of Professional and Continuing Education, senior director, and department directors, including technical word processing, photocopying, transcription, mail distribution, answering telephones, taking messages, running errands, scheduling meetings, and acting as liaison between staff and students. Operates under the close supervision of the Associate Provost of PCE and receives work direction from department directors.

Duties and Responsibilities
1. Creates, compiles and maintains PCE phone directory, maintains approved supply list.
2. Makes travel arrangements for Associate Provost and PCE Directors as needed.
3. Coordinates various departmental events, including:

  • Scheduling director, budget, and operational meetings for PCE directors.
  • Supervising services; i.e. catering, AV and other technology as needed for PCE events or meetings.
  • Work within budgetary constraints as provided by PCE Director of Finance.
  • Prepares check requests for signature of Associate Provost.
  • Publication and distribution of flyers and posters for internal PCE events.
    4. Schedules auxiliary and computer classrooms using university scheduling system.
    5. Acts as coordinator to service departments
  • Makes maintenance requests to Facilities Management, Telecommunications, etc.
  • Coordinates copy machine maintenance and repair.
    6. Serves as telephone and office receptionist
  • Answers several incoming lines
  • Takes messages
  • Gives information, directions and/or instructions
  • Greets visitors
  • Books conference room spaces
  • Arranges appointments for PCE Associate Provost and Directors
  • Receives, sorts, distributes, and sends mail and e-mail
  • Maintains confidentiality
  • Maintains monthly supply order requests
  • Prepares monthly reconciliation reports at request of PCE Administrators

    Job Requirements:
    Minimum Qualifications:

  • Requires HS Diploma and minimum two years general office experience.
  • Requires proficiency in Microsoft Office 2010 and all its applications, specifically Word, Excel, and PowerPoint.
  • Customer service experience.

    Performance Expectations:
    Knowledge, Skills and Abilities

  • Ability to operate a personal computer and MS Office 2010.
  • Ability to operate a photocopier and facsimile machine
  • Ability to compose letters and/or memoranda in English.
  • Ability to use a 10 key calculator.
  • Ability to file numerically, alphabetically, and alpha-numerically.
  • Ability to answer several incoming telephone lines.
  • Ability to prioritize workload effectively.
  • Ability to work independently with minimal supervision.
  • Demonstrated experience using organizational skills.
  • Ability to meet deadlines.
  • Ability to work effectively under pressure.
  • Demonstrated skills in both written and oral communications.
  • Knowledge of department and university procedures.
  • Excellent customer service skills.

    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:
    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

    Special Application Instructions:
    Resume and Cover Letter Required

    Visit to complete our online application and, for full consideration, please upload a resume and 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 [email protected]

    Additional Details:
    Hours: 40 hours per week; Monday - Friday, 8:30am - 5:00pm
    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, visit

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    Job No:
    Posted: 8/12/2019
    Application Due: 6/14/2020
    Work Type: