University of San Diego

Position Title & Department:

Executive Assistant II; Student Affairs Posting #

5159

Department Description:

In the Catholic tradition, the Student Affairs Division strives to create an inclusive, educational environment which motivates and supports student learning and personal development, serves the University community, and inspires students to make a positive contribution to society. Our philosophy and approach is to collaboratively work with Academic Affairs and all areas of the University to create an integrated learning environment.

The Student Affairs Division is a dynamic, student centered and learning organization. We are poised to create a vibrant and active co-curricular learning experience for all students. Our emphasis on leadership development and social change allows us to work on developing future ethical leaders to serve in a complex, global and changing world. We are committed to fostering a sense of belonging and continuously building toward a just, welcoming and caring community for all.

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:

This position reports and provides administrative support to the Assistant Vice President for Student Affairs for Student Wellness (AVP). Works closely with the AVP in overseeing and coordinating the services and functions of the Wellness units (Health Center, Counseling Center, Center for Health and Wellness Promotion, Disability and Learning Difference Resource Center, and Women's Center I C.A.R.E., Campus Recreation). Responsible in an Office Managerial role for all aspects of daily office management and assisting the AVP in the development, planning and administration of all accounting, budgetary, strategic planning, personnel functions and administrative projects within the Student Wellness Area. Assists in developing and/or implementing short and long-range projects and initiatives for the improvement of wellness services provided to the campus community. Responds to questions relating to every aspect of the Wellness Area's operations and projects. Manages all aspects of the Student Health Insurance Plan. Must maintain strict confidentiality and exercise discretion at all times. Periodically, this position may be asked to lead or contribute to either ad hoc or ongoing division/campus projects outside the scope of their day-to-day activities. The role may perform duties in various Wellness locations depending on current needs and/or work flow.

Duties and Responsibilities:

• Responsible for the Assistant Vice President’s calendar. This includes, but is not limited to: daily monitoring of calendar, scheduling complex appointments, organizing and gathering meeting materials for AVP; reserving room; sending confirmation and parking notices to guests; handling scheduling conflicts
• Planning and management of meetings and trainings including the development of agendas, PowerPoints, minutes, and other needed documents
• Independently creates and edits a variety of correspondence, memoranda, reports, letters and other material requiring accuracy and completeness
• Compiles and creates reports for AVP for use in decision making regarding projects and/or initiatives
• Maintains calendar of Student Wellness deadlines and ensures Student Wellness meets all deadlines. This includes, but is not limited to: updating yearly communication and marketing content, updating emergency management and business continuity documents, and managing equipment and minor capital requests
• Handles all travel arrangements for AVP. This includes but is not limited to making air, car, and hotel arrangements
• Maintains and orders office supplies and oversees maintenance of office machines (examples: copier, computers)

Student Wellness Administrative Support:

• Coordinates events associated with Wellness Units
• Interacts with various campus administrators and faculty to ensure correct implementation of department specific policies and procedures. Maintains an awareness of all Student Wellness processes to support EAs in the area and address questions quickly for various stakeholders
• Works closely with the AVP and committee chairs in coordinating the posting, interview and hiring processes for professional positions in the Wellness Area and supports others in Wellness Area when searches are being manages outside of the AVP area
• Manages complex confidential database filing system for the department and assists in the management of the Area’s practice management and electronic medical records systems
• Responsible for the maintenance of Student Wellness websites and sharing social media content with health promotion staff
• Maintains the monthly vacation/sick report. Monitors staff vacation/sick, available/used for the whole Wellness Area staff. Notifies the AVP when issues arise.
• Supports elements of the Wellness Housing Request and accommodations processes
• Supports the operations of Wellness unit front desk during peak times and in the absence of full-time support staff. Examples of responsibilities include greeting guests, fielding stakeholder questions, checking in students, proctoring exams, and providing direction and guidance to student employees
• Coordinates the logistics of yearly performance evaluations
• Provide back-up support for various administrative support functions, as needed

Management of Student Health Insurance plan:

• Manages the University’s Student Health Insurance Program
• Creates and maintains communication plan, USD specific marketing, and fields questions of students, families, and other stakeholders
• Facilitates the hard waiver enrollment process including the insurance portal, coordination with IT and Student Financial Services
• Communicates with different USD departments and the student health insurance broker to manage issues related to marketing and the hard waiver program
• Manages the Student Health Insurance website
• Coordinates meetings regarding the insurance and the insurance renewal process
• Communicates international student health plans and marketplace information with appropriate stakeholders

Budget Management:

• Oversee and manage all office budgets including: monitoring expenditures and transfers
• Process all departmental business transactions (i.e. purchase orders, supplier invoice requests and contracts)
• Responsible for reconciling credit card transactions monthly by set deadlines.

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:

• Bachelors Degree or equivalent work experience
• 2 years working within an administrative setting with responsibilities such as budgeting, maintaining policies and procedures, and working in an environment that requirements management of confidential information

Performance Expectations - Knowledge, Skills and Abilities:

• Ability to communicate effectively, both orally and in writing, with a diverse group of people
• Ability to establish effective professional relationships with various university and community constituents
• Excellent organizational skills and ability to prioritize multiple tasks
• Excellent written and oral communication skills
• Excellent interpersonal skills
• Ability to manage multiple duties of sensitive and confidential nature
• Maintain confidentiality regarding sensitive student information and other aspects of daily work
• Ability to extract, analyze, interpret and produce clear and concise reports
• Read, understand and express oneself clearly and effectively in written and oral form
• Detail-oriented
• Ability to interact effectively and diplomatically with diverse personalities
• Interact responsibly and deal effectively with challenges, and exercise independent judgment when making decisions
• Ability to supervise, teach, and motivate people
• Initiative and the ability to meet deadlines without supervision
• Working knowledge of computers and software programs (MS Office)
• Thorough and working knowledge of modern office practices and procedures including proofreading
• Ability to be flexible and versatile in order to contribute to evolving work situations
• Posses excellent organizational and time management skills
• Ability to keep and maintain records in a neat and orderly fashion

Posting Salary:

$22.31 - $30.12 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, 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

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.

Special Application Instructions:

Resume and Cover Letter Required

Click the 'Apply Now' button 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 jobs@sandiego.edu.

Additional Details:

Hours: 37.5 hours per week

Closing date: 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 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.

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