Executive Assistant I, College of Arts and Sciences

University of San Diego; San Diego (CA); Hybride; USD 30 000 - 39 000; Plein temps

Avantages offerts par ce poste

Excellent Benefits

Résumé du poste

Executive Assistant I, College of Arts and Sciences at University of San Diego, coordinates administrative tasks for the department and serves as the main contact for university personnel, students and external contacts.

The role supports the chair with budget oversight, procurement and events, while maintaining efficient office operations and compliance with university policies.

Qualifications

• Requires HS Diploma and four years of experience or Bachelor’s degree and two years of experience in a position that requires critical thinking and analytical skills.
• Proven record of superior customer service skills and a commitment to keep improving those skills.
• Excellent communication skills with demonstrated capabilities of maintaining confidential information and handling sensitive data with discretion and tact.
• Must possess the ability to handle multiple tasks, deadlines, and time constraints in a calm and effective manner.

Responsabilités

• Answer or direct general inquiries by phone & email.
• Greet and direct visitors.
• Serve as the first point of contact for students.
• Receive and sort mail.
• Coordinate deliveries and technical services.
• Order department supplies using university protocols.
• Ensure department facilities are maintained as needed.

Connaissances

Customer service

Communication skills

Multitasking

Detail oriented

Formation

HS Diploma with 4 years experience

Bachelor’s degree and 2 years experience

Outils

Word

Excel

PowerPoint

Google Workspace

Cascade CMS

Workday

DocuSign

Description du poste

Apply now Posting #: 5693
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, College of Arts and Sciences

Executive Assistant I, College of Arts and Sciences

Position Title & Department: Executive Assistant I, College of Arts and Sciences; College of Arts and Sciences

Department Description: As the liberal arts heart of the University of San Diego, the College of Arts and Sciences is filled with students who are versatile and multi-talented. No matter their major, graduates from the college are equipped with transferable skills that benefit them wherever their professional and personal ambitions lead.

Founded in 1949, the college has a rich history of providing the core curriculum for every undergraduate USD student, a tradition that continues today. By offering 32 majors, 38 minors, one certificate and three graduate programs, the college is where undergraduate students begin and graduate students refine their paths towards academic excellence and personal achievement.

University Description: The University of San Diego, an engaged and contemporary 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 executive assistant organizes, manages and coordinates all administrative efforts in support of the department and serves as the primary contact for university personnel, students and parents, and external contacts including the general public. The executive assistant supports the chair in all aspects of department management including monitoring the budget. Administrative support for faculty includes photocopying, ordering supplies, and other duties as assigned.

Duties and Responsibilities

• Answer or direct general inquiries by phone & email.
• Greet and direct visitors.
• Serve as the first point of contact for students.
• Receive and sort mail.
• Coordinate deliveries and technical services.
• Order department supplies using university protocols.
• Ensure department facilities are maintained as needed.

Budget and Operations

• Keep budget records to ensure spending is aligned with budget allocation.
• Process expense reports and other accounts payable forms.
• Access budget information through Workday.
• Process part time faculty contracts using DocuSign.
• Coordinate background checks for new employees.
• Orient new faculty and staff to office procedures.

External Communication

• Maintain and audit the department website, including faculty biographical information, consistent with University Communications standards.
• Curate department social media accounts and align with College communication outreach.
• Coordinate marketing efforts for department sponsored events with College marketing team.
• Coordinate department newsletter and/or other communication and/or promotional materials.

Other duties

• Organize department level student and/or faculty events (i.e. Honors Society Ceremony, Invited Speakers, Film Screenings, Lecture Series, etc.) as needed.

Supervision of Work Study students

• Supervise work-study student activities.
• Approve time cards.
• Delegate tasks; provide performance feedback and mentoring.
• Advertise positions and hire work-study students, as necessary.

Special Conditions of Employment

• 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.

Job Requirements

Minimum Qualifications

• Requires HS Diploma and four years of experience or Bachelor’s degree and two years of experience in a position that requires critical thinking and analytical skills.

Performance Expectations- Knowledge, Skills andAbilities

• Proven record of superior customer service skills and a commitment to keep improving those skills.
• Excellent communication skills with demonstrated capabilities of maintaining confidential information and handling sensitive data with discretion and tact.
• Must possess the ability to handle multiple tasks, deadlines, and time constraints in a calm and effective manner.
• Takes initiative in all performance areas.
• Detail oriented, independent thinker and worker who has the ability to make appropriate judgment calls as needed on a case-by-case basis, as well as work in a team environment.
• Proven ability using computers for business/accounting applications.
• Knowledge of Word, Excel, Power Point, Google office systems, Cascade CMS, Workday, DocuSign.

Salary and Benefits

$21.82 - $27.79 per hour; Excellent Benefits

• medical
• dental
• vision
• a retirement contribution given to you by the University
• access to on-campus Fitness Centers

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Advertised: August 25, 2026 Pacific Daylight Time
Applications close: Open until filled

Note: External job postings will be up for at least three 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 a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf . This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at [e-mail] , by calling [phone], or in-person in the Hughes Administration Center, room 150.