Posting #: 3708
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, School of Leadership and Education Sciences

Position Title & Department:

Executive Assistant II; SOLESPosting #

3708

Department Description:

Rooted in social justice, led by compassion, inspired by curiosity, driven by a shared vision.

Mother Rosalie Hill Hall on the University of San Diego campus is home to the School of Leadership and Education Sciences' (SOLES) vibrant and vision-driven collective of academic departments, centers and institutes. Here, we combine innovation with introspection, academics with real-world application, and study with social impact.

Our nationally-accredited programs span the realms of leadership, teaching and counseling, both at graduate and undergraduate levels. They're all approached with an emphasis on social justice, multiculturalism and a determination to forge a better world together.

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:

Duties & Responsibilities:

Curriculum, Research and Evaluation Project Management:

Assist with record keeping of IRB proposals and communication with SOLES members of the Institutional Review Board. Maintain records for the Institutional Review Board through paper and electronic filing systems and provides information from these records to the Associate Dean as appropriate.

Oversee the process of faculty course evaluations including communicating with program assistants to resolve discrepancies as well as communication with the processing agency to ensure accurate and timely processing of evaluation results. Collect, collate and check for completion of course evaluations for submission to the processing agency. Distribute results to the various program assistants and prepare results and comments for the Dean.

Oversee revisions of undergraduate and graduate catalogues. Steer process from beginning to end including timely solicitation of changes from programs and departments, check that changes have received all necessary approvals, edit submissions for common voice and features across departments and programs, and deliver to university publication department.

Coordinate and supervise SOLES partnership contract development process. Receive and screen proposed contracts for adherence to SOLES policies. Work with university counsel and submitters to ready proposals for approval. Monitor collection of signature and routing of approved contracts to appropriate office.

Coordinate process of curriculum change. Inspect submitted proposals and work with department chairs and program directors to revise submissions to conform to SOLES protocols and determine when submissions are ready to be considered by the Curriculum Committee.

Maintains the SOLES Master Course list and assigns course numbers and report curriculum changes to the Registrar’s Office. Maintain records of Curriculum Committee submissions, memos and approvals. Work with offices of the Provost, Registrar, and Graduate Records to ensure creation of new courses and updates to the university curriculum records.

Collect and report faculty load data and use discretion to identify anomalies that will require follow-up by the Dean’s office. Reconcile data with Office of Institutional Research.

Track grant applications including the name of the grant, organization sponsoring the grant, date submitted, and status of the application. Track grant after submission and record status as received, pending, and accepted or rejected. Maintain records of grant applications in database and in paper files.

Regularly contact faculty members for updates to be included in Faculty Newsnotes and the USD Public Relations Online News Center to showcase faculty accomplishments, including fellowships, grants received, books, journal articles, presentations and awards. Inform the offices of the Provost and Public Relations of faculty achievements.

Assist with biannual faculty scholarship report.

Dean’s Office Student Services Support:

Serve as the first point of contact for students with questions concerning SOLES financial aid. Provide direction and assistance to student inquiring about SOLES grant and scholarship programs, referring to university offices (SOLES Assistant Dean, One Stop Student Center, Student Accounts, Financial Aid) where appropriate.

Create, track and keep database of SOLES scholarship applicants and recipients. Track and maintain accurate records of multiple scholarship budgets and provide reports to the Assistant Dean. Verify students meet the criteria for SOLES Loan and scholarship programs.

Coordinate notifications of SOLES scholarship recipients to the Office of Financial Aid and the student awardees as well as notifying applicants who were not selected for the awards.

Prepare for authorization all SOLES loan, TEACH grant and other scholarship applications.

Interface with campus constituents (One Stop Student Center, Student Accounts, Financial Aid) to ensure timely resolution of student financial issues and concerns.

Review, revise and publish content to the Dean’s Office Areas of the SOLES website which include sections for Faculty and Administrative Biographies, the Graduate Student Association, Current Students & Services, all Financial Aid sections, news and events, SOLES home page, and about SOLES.

Provide support to a variety of events, including registration, notification and making catering arrangements.

Student Academic Progress/Grievance Issues:

• Facilitate the appeal and grievance procedure to ensure a timely response to students. Employ extraordinary accuracy and careful attention to detail in regard to all student grievances or related assignments.
• Respond to and serve as the primary contact for inquiries regarding the status of an academic related or other grievance issue as appropriate. Maintain composure and diplomacy when responding to students who may potentially display a high level of anxiety, urgency, and/or frustration regarding their situation under assessment.
• Create and employ a procedure to track the progress of incompletes and missing grades, from the beginning to end, and assist students with procedural advice to reach their goals.
• Manage and maintain database for academic probation students. Create and distribute confidential academic probation letters and dismissal notices.
• Communicate with and solve problems regarding any discrepancies in student data between SOLES and offices of Registrar and Graduate Records.
• Create and process letters for common issues to which the Associate Dean and or Assistant Dean must respond.
• Responsible for the development and distribution of memoranda to offices of Registrar, Graduate Records and Student Accounts to change drop percentages for student withdrawals after posted deadlines.

Job Requirements:

Minimum and Preferred Qualifications

Bachelor’s degree or at least two years of progressively responsible higher education administration experience in exchange for degree required.

Professional experience in higher education environment highly desirable.

Must be committed to providing high quality customer service in a busy office environment which serves multiple needs to a diverse group of students and outside guests.

Must be committed to core values of USD and SOLES, including supporting underserved constituents with an emphasis on issues of social justice.

Performance Expectations: Knowledge, Skills and Abilities

Possess exceptional organizational skills required to assist in identifying, securing, and reporting the necessary data.

Ability to prioritize issues, set priorities independently, and work under pressure.

Must demonstrate initiative and the ability to organize and manage conflicting goals and agendas.

Ability to coordinate and work on several projects simultaneously with attention to detail.

Must possess effective time management and organizational skills.

Administrative experience with exercise of independent judgment and delegating work to others

Ability to use software and implement programs to accommodate and enhance existing databases, spreadsheets, and tracking systems.

Demonstrated skill in both oral and written communications. Experience writing correspondence, such as drafting materials for publication, and communicating with diverse audiences.

Demonstrated ability to work effectively with a diverse faculty, staff, students, and administrators, and support issues of social justice.

Demonstrated ability to remain flexible and interested in working in a growing and changing organization.

Tools & Equipment Used:

Computer, scanner, copier, telephone, fax machine, and other related office equipment

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 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

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:

Closing date: August 3, 2021

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.

Advertised: July 23, 2021 Pacific Daylight Time
Applications close: August 06, 2021 Pacific Daylight Time