Job Details

This ad is expired.

Executive Assistant II, The Nonprofit Institute
Go to our website »

Position Number: 5464704
Location: San Diego, CA
Position Type: Executive Assistants

Executive Assistant II, The Nonprofit Institute

Position Title & Department: Executive Assistant II, The Nonprofit Institute;School of Leadership and Education Sciences - Non-Profit Institute

Posting #: 5018

Department Description:
Rooted in social justice, led by compassion, inspired by curiosity, driven by a shared vision.
Mother Rosalie Hill Hall on the University of San Diego campus is home to the School of Leadership and Education Sciences' (SOLES) vibrant and vision-driven collective of academic departments, centers and institutes. Here, we combine innovation with introspection, academics with real-world application, and study with social impact.

Our nationally-accredited programs span the realms of leadership, teaching and counseling, both at graduate and undergraduate levels. They're all approached with an emphasis on social justice, multiculturalism and a determination to forge a better world together.

The Nonprofit Institute (NPI) was founded in 2002 in the School of Leadership and Education Sciences at the University of San Diego to provide research, technical consulting, convening, and training to develop transformational community leaders and organizations. Based in one of the oldest leadership schools in the country, NPI is nationally renowned for its programs to: help values-driven leaders connect, learn and advance social good and community; empower nonprofits by activating their greatest assets - their people; and provide the research, evaluation and services these organizations need to make sustainable and lasting impact with the communities they serve.

University Description:
The University of San Diego, a contemporary and engaged 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 humanitys urgent challenges.

Detailed Description:
This is a full-time, temporary, benefit-based position with an anticipated end date of June 30, 2025. The appointment is renewable at the discretion of the University and dependent upon performance and continued funding.

The Executive Assistant II (EA) conducts a variety of complex administrative and technical duties in support of the Executive Director of The Nonprofit Institute. They manage the calendar and correspondence for the Executive Director and provide support to program directors as needed. This position is responsible for general office management for NPI including word processing/typing, photocopying, mail distribution, answering telephones, and acting as a liaison between NPI staff, USD offices, external partners, and visitors. They independently compose correspondence, manage all office documents and visitors, organize travel, and prepare travel and campus reimbursement requests as needed. Additionally, they assist with coordinating events and special projects as assigned.

This position requires excellent communication skills for a fast-paced office environment. They respond to inquiries and concerns as appropriate, track and monitor all correspondence and deadlines, and ensure follow-up and resolution of issues. The EA is adept at handling highly confidential matters and materials in a time sensitive environment and handles all issues with diplomacy and discretion using independent judgment. They are proactive in identifying issues and make suggestions for resolution.

Duties and Responsibilities:

Executive Director Support / Administrative Support:

Manages calendars for Executive Director of NPI, and program directors as needed.
Oversees the daily appointments of the Executive Director ensuring flow of meetings and deadlines are on schedule.
Assists with scheduling and coordinating donor, student, faculty, and client meetings (reserving meeting space, sending calendar invites and directions, reserving parking, preparing meeting materials, refreshments, etc.).
Handles confidential and personal correspondence for the Executive Director.
Tracks all correspondence, ensuring timely follow up and resolution of issues.
Responds to daily requests for Executive Director assistance in handling inquiries and correspondence and determines allocation of tasks to other team members or departments; or gathers appropriate background information for Executive Director to render a decision.
When needed, assists in preparing travel itineraries - this includes reserving flights, accommodations, and/or transportation services.

Office Management:

Manage inventory and organization of office supplies and equipment utilizing university-approved vendors.
Provides minor tech support as needed and/or liaises with University ITS department.
Records and maintains thorough and accurate minutes for the various meetings as needed.
Composes and types letters and memoranda, including multiple letters and emails using field merges.
Assists with the overall coordination and delivery of special projects, events, and programs for NPI and its related entities.
Performs general office duties associated with special projects and events including photocopying, composing memos, and scheduling meetings.
Serves as backup contact person for event inquiries and RSVPs.
Assists with coordination of supervision of volunteers at events as assigned.
Review and analyze processes, as needed, to identify areas for improvement and implement solutions.
Attends SOLES meetings and serves on committees as assigned.

Special Conditions of Employment:

Occasionally work early mornings, evenings, and weekends.

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

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:

Minimum two-year college degree; BA preferred.
Three to five years of progressively responsible administrative/executive support experience in a fast-paced environment; additional years of related work experience may substitute for college degree.

Preferred Qualifications:

BA Preferred.
5 to 7 years of progressively responsible administrative/executive support experience.
Customer or student support experience.
Strong skills in proofreading, including a high degree of accuracy in spelling, punctuation, usage, and style.
Familiarity with the nonprofit and philanthropic sectors.
Familiarity with higher education.
Past training or certification in diversity, equity, inclusion, and belonging (DEIB).
Familiarity with project management software such as Asana.
Knowledge of USDs policies and procedures.

Performance Expectations - Knowledge, Skills and Abilities:

Excellent verbal and written communication skills in English.
Ability to prioritize tasks, set and meet deadlines, problem-solve and make basic decisions.
Possess excellent organizational and time management skills and must be flexible and adjust to the changing needs of the office.
Excellent customer service skills.
Demonstrated ability to maintain strict confidentiality.
Must have the ability to deal effectively and diplomatically with diverse personalities and backgrounds.
Strong computer skills in word processing, spreadsheet and data management.
Basic proficiency with Windows and Mac operating systems.
Basic proficiency with Microsoft Office and Google Suite platforms.
Maintain a welcoming, professional, diplomatic, and cheerful demeanor in all situations.
Cultural competency and sensitivity are a must; the ability to understand different cultural contexts and viewpoints, demonstrate respect for others, adapt to different cultural settings, and accept cultural differences.
Be well-informed and knowledgeable regarding current University policies and procedures.
Be capable of answering general questions regarding department programs and other department-related issues from faculty, staff, students, and the public.
Must possess the ability to handle multiple tasks, requests, and web-based information tools in a calm and effective manner.
Detail-oriented, independent worker who has the ability to collaborate and contribute in a team environment.
Must be able to adapt to changes in technology and computer software.
Must be able to shift priorities in a moments notice.
Ability to handle confidential information with tact and discretion.
Ability to exercise good judgment, problem-solving, and decision-making.

Posting Salary:
$28.00 - $33.33 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:
37.5 Hours per week

Closing date: August 7, 2024

Note: External job postings will be up for at least five 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.

Advertised: July 24, 2024
Applications close: August 07, 2024

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496792/executive-assistant-ii-the-nonprofit-institute