Executive Assistant (EAII) and IRB Coordinator

University of San Diego; San Diego (CA); On-site; USD 37,195 - 45,460; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Retirement contributions

Access to on-campus fitness centers

Job summary

The University of San Diego is seeking an Executive Assistant (EAII) and IRB Coordinator to support the Vice Provost and Associate Provost. This role involves managing complex calendars, travel logistics, and providing customer service while maintaining confidentiality.

Candidates should have a bachelor’s degree (preferred) or high school diploma with a minimum of five years’ experience in an executive-level office. Benefits include medical, dental, vision, and retirement contributions.

Qualifications

• Minimum five years' experience in an executive-level office or bachelor's degree plus three years of experience.
• Experience supporting senior executives in a complex organization is preferred.
• Willingness to learn new digital tools, including AI-enabled productivity tools.

Responsibilities

• Manage calendars and travel logistics for high-level individuals.
• Handle sensitive personnel issues and complaints.
• Maintain confidentiality and provide excellent customer service.

Skills

Verbal and written communication skills

Accuracy and attention to detail

Diplomatic skills

Organizational and time-management skills

Proficiency with Microsoft Office

Ability to shift priorities

Education

Bachelor’s degree preferred; high school diploma required

Tools

Microsoft Office

Google Mail/Calendar

Job description

Position Title & Department

Executive Assistant (EAII) and IRB Coordinator – Provost

Overview

This position provides direct, complex support to the Vice Provost and Associate Provost. The role manages calendars, travel logistics, meeting coordination, and event planning while serving as the Coordinator for the Institutional Review Board (IRB). The incumbent also provides professional customer service, handles confidential matters, and supports committee and task‑force activities.

Duties and Responsibilities

• Coordinate calendars, schedule appointments, and manage complex multi‑attendee meetings for high‑level individuals; contact attendees to confirm time, location, and agenda; prepare and distribute agenda materials.
• Assist with student appeals and complaints, gathering necessary information for formal appeals.
• Handle sensitive personnel issues, including scheduling investigative appointments.
• Update university web pages and online portals as needed.
• Arrange professional travel (airline, hotel, conference reservations) and complete travel reimbursement documentation.
• Assist with course materials when the Vice or Associate Provost serves as an instructor.
• Prepare department‑related expense reports.
• Process confidential and personal correspondence.
• Research policies and procedures to provide accurate guidance.
• Represent the office and university at campus functions.
• Handle grievances and other communications, redirecting callers when appropriate.
• Provide excellent customer service for multiple confidential duties.
• Maintain a high level of confidentiality.
• Serve as Coordinator for the Institutional Review Board (IRB) – review proposals, maintain IRB online database, pull reports, prepare Federalwide Assurance updates, schedule monthly meetings, and record minutes.
• Support additional committees and programs such as New Faculty Orientation (NFO).
• Provide secondary support to the Provost and Vice President, assisting the Assistant to the Provost with complex scheduling and administrative tasks.
• Maintain a professional, welcoming environment for all visitors and callers, using calming and diplomatic demeanor.
• Ensure front office, break room, and supply areas are properly stocked.

Qualifications

Minimum Qualifications

• Bachelor’s degree preferred; high school diploma required.
• Minimum five years’ experience in a fast‑paced executive‑level office, or bachelor’s degree plus three years of experience.

Preferred Qualifications

• Experience in higher education.
• Experience supporting senior executives in a complex organization.
• Willingness to learn new digital tools, including AI‐enabled productivity tools.

Performance Expectations – Knowledge, Skills & Abilities

• Excellent verbal and written communication and public relations skills.
• Accuracy and attention to detail in a distracting environment.
• Ability to sense urgency and shift priorities immediately.
• Proven confidentiality and discretion.
• Diplomatic skills, sensitive to diverse personalities and backgrounds.
• Excellent organizational and time‑management skills, working effectively under pressure.
• Basic knowledge of budget processes, particularly USD’s procedures.
• Strong prioritization skills.
• Knowledge of University academic and non‑academic units.
• Understanding of University policies and procedures.
• Proficiency with Microsoft Office, Google Mail/Calendar, and web maintenance software.
• Ability to meet deadlines.
• Professional appearance appropriate for representing the Provost’s Office.
• Critical thinking and analytical skills.
• Judgment and decision‑making ability.
• Self‑motivation and initiative.
• Flexible schedule; may work early mornings, evenings, or weekends.

Salary & Benefits

• Hourly rate: $27‑$33.
• Benefits include medical, dental, vision, retirement contribution, and access to on‑campus fitness centers.

Hours

37.5 hours per week.