What are the responsibilities and job description for the Executive Assistant to the Associate Vice President / Executive Director of Athletics position at University of San Diego?
Duties
and Responsibilities :
Associate Vice President Support :
Oversees, plans, and organizes the Associate Vice President’s business calendar and travel schedule.
Provides support for the Associate Vice President’s membership in organizations, boards, and committees, internal and external to the University.
Supports the Associate Vice President in leading an efficient senior management team.
Independently completes special projects as assigned by the AVP in a timely manner.
Manages the Associate Vice President expense reports.
Responds to parents’ and students’ questions and concerns by using independent judgment, following the Mission Statement of the University and the department, coordinating responses with appropriate staff members when appropriate.
Maintains highly confidential files and correspondence with discretion and tact.
Personnel Administrative Management :
Assists in completing and keeping records of recruitment and hiring documentation for staffing needs in all sports and administrative areas.
Works closely with Athletic Department employees and Human Resources Department personnel to anticipate departmental needs and resolve employee concerns.
Monitors and makes suggestions regarding the Athletic department’s staffing needs to the Associate Vice President and coordinates the development and ongoing revision of all department job descriptions.
Creates job postings and ensures positions are advertised in the appropriate venue to yield the most qualified candidates.
Create itineraries for campus visits for searches.
Assists search committee with organization and setting up zoom meetings for searches.
Meeting Management :
Works closely with the Associate Vice President and the Chair of the Athletics Committee of the Board of Trustees to plan and execute the quarterly Athletic Committee of the Board of Trustees meetings.
Coordinates all aspects of meeting set-up; which includes working with the President’s Office and the Athletic Committee Chair regarding special projects, agenda preparation, research requests, compilation of meeting minutes, and other logistics in preparation for the meetings.
Works closely with the Associate Vice President to plan and execute weekly senior athletics administrator meetings and monthly departmental meetings.
Budget Support :
Assists the Associate Athletic Director for Finance and Administration in processing electronic purchase requisitions via Workday and coordinates payment of purchase orders, invoices and accounts payable functions.
Creates journal entries and budget transfers.
Inputs Suppliers and supplier invoices through Workday / Unimarket and keeps comprehensive files of the data.
Office Management :
Coordinates the University’s computer replacement program for the Athletics Department.
Using independent judgment, regularly updates various internal and external departmental materials, including information in NCAA and conference directories, gender equity documents, departmental policy manual, coaches manual, and new employee manual, to ensure that University procedures are followed and properly reflected.
Provides leadership to office staff, encouraging continuous improvement.
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 :
Bachelor’s degree required. A high school diploma and two additional years of work experience may substitute for Bachelor's degree, at the rate of two years of education is equivalent to one year of work experience.
Three years of administrative / office support experience required.
Supervisory experience strongly preferred; interest in athletics required.
Ability to become familiar with, and follow, NCAA rules and regulations required.
Working knowledge of state and federal employment rules and regulations required.
Preferred Qualifications :
Experience providing executive level support is strongly preferred.
Experience with Human Resources related aspects of hiring, onboarding, and transitioning employees is preferred.
Performance Expectations - Knowledge, Skills and Abilities :
Ability to maintain confidentiality of information both for students and employees per the Buckley Amendment and USD regulations.
Considerable knowledge of accepted practices, policies, and procedures in the planning and coordination of administrative and support services.
Understanding of basic accounting and budgetary procedures, as well as current human resource management policies and procedures.
Some knowledge and understanding of intercollegiate athletics.
Strong human relations skills : ability to work well with various University constituents including parents, students, administrators (including regular interaction with Trustees, the President’s office, and Vice Presidents), coaches, and staff employees; vendors; existing and potential donors to USD Athletics programs; athletics administration and coaching personnel at other institutions; and athletics conferences (e.g., NCAA, WCC, PFL, etc.) personnel
Conflict resolution, decision-making and implementation skills.
Strong and effective organizational skills; ability to remain calm under pressure and be able to multi-task in a fast-paced environment.
Effective computer skills such as Microsoft Office and Google Drive applications.
Demonstrated typing and keyboard skills to include excellent speed and accuracy.
Communicate successfully both in writing and orally to effectively represent the Athletic Director and his / her office to the numerous internal and external public customers that interface the athletic department.
Demonstrated ability to provide executive level administrative assistance to include, taking minutes, drafting and preparing correspondence, reports and special projects and proposals.
Demonstrated ability to interpret policies and procedures to provide excellent customer service.
Demonstrated ability to coordinate and schedule meetings
Demonstrated ability to develop and prepare presentations, statistical reports, graphs, and presentations.
Demonstrated ability to manage multiple projects simultaneously while producing quality work.
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