What are the responsibilities and job description for the Executive Assistant 1 position at University of San Diego?
Duties
and Responsibilities :
Administrative Support :
Provide comprehensive administrative support to the senior director and assist UE&P team members with general projects and time critical assignments.
Create and maintain a professional and welcoming environment for the office and provide exceptional customer service to those interacting with UE&P; remain poised and diplomatic in all situations.
Coordinate meeting logistics, prepare agendas and minutes; make travel arrangements and schedule appointments; compose, edit, and transmit correspondence / partnership materials.
Process expense reports, payments, and reimbursement requests using Concur and Workday Financials.
Working with Advancement Services, submit data requests and gift / sponsorship processing forms; request detailed research for prospective corporate partners / donors to the university.
Review confidential records, input contact reports, pull detailed lists, verify account attribution, monitor gifts / sponsorships for status changes, and prepare reports and research as directed using CRM database (Salesforce).
Responsible for the organization and maintenance of both electronic and paper files including responding to and routing emails coming into the delegate email account.
Track and adjust office workflow in an environment with continually shifting priorities for maximum efficiency; ensure deadlines are met on a daily basis.
Answer and screen phone calls; take comprehensive, detailed messages; route callers to appropriate staff members; problem solve inquiries with thorough knowledge of USD organizational structure, personnel, university policy, divisional procedures, and office protocols.
Delegate projects and direct workflow to designated student worker(s) and interns, as appropriate.
As determined by the senior director, perform other duties as assigned.
Event Support :
Provide administrative support to department team members responsible for special events, academic events, and commencement ceremonies.
Assist the event production teams with a variety of tasks including, but not limited to :
Track auction items and donations, update CRM database with guest / donor / sponsor information;
Create and distribute event reports.
Coordinate with senior director or event lead on print and electronic mailings, invitations, event and marketing materials, sponsorship fulfillment packages, and personalized follow up.
Assist with special events that facilitate interaction between off-campus constituents and the on-campus community (e.g., YMCA MLK Jr. Human Dignity Award Breakfast, Linda Vista Multi-Cultural Fair and Parade, and local arts partnerships).
Interact in a professional and respectful manner with a variety of event honorees, guests, and sponsors including the university’s president, trustees, high-level administrators, donors, alumni, and parents.
As needed, solicit bids from external service providers, set up vendors in accordance with Procurement practices, track and process vendor invoices.
Adhere to the policies and procedures set forth by Finance, Accounts Payable, Torero Travel & Expense, and the Office of General Counsel.
Attend events in person to assist with day-of logistics including, but not limited to, set up, registration check-in, and tear down.
Special Conditions of Employment :
The Office of University Events and Partnerships works closely with the departments within University Advancement, the Office of the President, senior administrators (vice presidents, deans) as well as university trustees and benefactors. It is essential that individuals who work within the scope of the offices’ responsibilities have the creativity and flexibility to deal with a multitude of new or emerging projects throughout the year.
Must possess a valid California driver’s license. Must be willing to drive university or personal vehicle to on and off-campus locations to deliver equipment and / or supplies and attend events.
Must be willing to frequently work after standard work hours and on weekends, depending on the nature of the event or activity.
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 a high school diploma.
Minimum of two years’ related work experience, including an understanding of standard office procedures and best practices, equipment, and business / professional ethics. Two years of college education may substitute for one year of work experience.
Must possess a valid California driver’s license.
Preferred Qualifications :
Bachelor’s degree.
Performance Expectations - Knowledge, Skills and Abilities :
Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills
Must exhibit attention to detail with a high degree of accuracy and excellent organizational skills.
Must be able to respond to unanticipated situations and shift priorities at a moment’s notice while remaining calm in unpredictable challenging situations.
A commitment to quality, client-oriented service.
Must conduct oneself and respond to all complaints and problems in a manner that is consistent with the values and mission of USD.
Experience using Microsoft Office and Google applications; experience with CRM platforms; ability to learn new computer programs quickly and efficiently.
Must be friendly and personable; mature with a positive attitude.
Commitment to working as a member of a team and collaborate with colleagues.
Strong sense of integrity and ethical conduct.
Cultural competency and sensitivity a must; ability to understand different cultural contexts and viewpoints, demonstrate respect for others, adapt to different cultural settings; and accept cultural differences
Ability to problem solve and anticipate the needs of the department; be responsive and flexible in order to contribute to evolving work situations.
Ability to perform complex clerical functions and make accurate databases updates with a minimum of supervision.
Must exercise sound judgment and independent initiative on a wide range of assignments and special projects.
Communicate with clarity, and maintain an attitude that conveys respect, cooperation, honesty, and resourcefulness.
Must have the ability to act with tact and diplomacy and handle confidential information with discretion.
Knowledge of USD’s policies and procedures.
Tools and Equipment Used :
Desktop / laptop computers, database and reporting systems (Workday, Concur, Salesforce / Affinaquest, OneCause), Microsoft applications (primarily Excel, Word, and PowerPoint), DocuSign, Adobe Creative Cloud, Canva, Google applications, Zoom, printer, telephone, copy machine, related office equipment, automobile, and golf cart.
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