What are the responsibilities and job description for the Executive Assistant II position at University of San Diego?
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
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