Executive Assistant to the Vice President for Student Affairs

Position Title & Department: Executive Assistant to the Vice President for Student Affairs; Student Affairs

Posting #: 5026

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, 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 humanity's urgent challenges.


Detailed Description:
The Executive Assistant to the Vice President for Student Affairs provides executive-level support to the vice president in all areas relating to the division's multi-faceted internal and external activities, initiatives, and projects. The role supports the vice president in leading an effective senior management team of direct reports.
Works directly with students, parents, faculty, staff, administrators and community members regarding student issues ranging from minor questions and concerns, to discipline, family crisis, and other issues in a highly confidential manner. Exercises independent judgment and initiative in determining priorities and bringing information and challenges to the vice president's attention.

Assists the vice president and Student Affairs Committee of the Board of Trustees (SACBOT) Chair in planning and executing the quarterly SACBOT meetings. Provides executive-level support for the vice president's membership on boards, councils, and task forces, internal and external to the University. Manages communication, information, and provides follow-up relative to direct reports' assigned duties to ensure completion.

Researches and provides extensive travel itineraries and briefings. Manages vice president's calendar determining time sensitive issues, prioritizing and responding to messages, scheduling meetings, and providing follow up.

Works to anticipate the needs of the vice president and exercises initiative. 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 university seeks an individual with a strong interest in working at a mission driven, faith based institution. The role of an Executive Assistant in working with students and the responsibilities of the position are significantly tethered in the university's contemporary Roman Catholic mission.
Duties and Responsibilities:

Executive-Level Support to the Vice President:

• Functions as the vice president's primary staff support.
• Coordinates and organizes the vice president's priorities and workflow in all areas relating to the division's multi-faceted internal and external activities, initiatives, and projects.
• Assists in providing coordination and complex support of short and long-term strategic planning initiatives.
• Provides complex support and leadership to any internal Student Affairs committees or task forces, as assigned.
• Plans, participates and contributes in division retreats, and other division-wide meetings and forums as appropriate.
• Provides support for the vice president's membership on boards, councils, and task forces, internal and external to the University.
• Manages communication, information, and provides follow-up of assigned duties given to vice president's direct reports and campus partners to ensure completion.
• Alerts the vice president of any potentially concerning issue and/or matter brought to the EA's attention.
• Exercises discretion and strict confidentiality regarding sensitive and confidential matters discussed with the vice president and other office matters, as appropriate.
• Manages vice president's calendar determining time sensitive issues, prioritizing and responding to messages, scheduling meetings, and providing follow-up.
• Ensures the vice president is on time and prepared for scheduled meetings.
• Coordinates weekly VPSA Council meetings, including agenda preparation and follow-up.
• Represents the vice president on and off campus as appropriate.
• Hires and provides supervision of student interns, including ensuring that all interns sign the Confidentiality Agreement each semester.

Crisis Management:

• Exercises independent judgment and initiative in bringing priority information and challenges to the vice president or other appropriate administrator's attention.
• Independently interacts with students, parents and community members regarding student issues ranging from minor questions and concerns to discipline, family crisis and other issues in a highly confidential manner. Empathetically listens to parents and student concerns and coordinates response.

Board of Trustees and President's Cabinet:

• In direct collaboration with the vice president, plans and executes the quarterly meetings of the Student Affairs Committee of the Board of Trustees. Records, compiles and distributes the minutes to the Trustees in a timely manner.
• Coordinates all aspects of meeting set-up which includes working directly with the President's office, agenda preparation, and other logistics in preparation for the meetings.
• Assists with coordination of student and other presentations to the Committee.
• Responsible for ensuring all student members of SACBOT receive and sign the Confidentiality Agreement.

Fundraising Support:

• Works closely with the Vice President in supporting and executing their fundraising responsibilities including the stewardship, cultivation, and solicitation of major University donors and prospects.
• Establishes relationships with donors, potential donors and their support staff to enhance VP's fundraising efforts. Schedules meetings and compiles information; representing the University in a professional and confidential manner.
• Responsible for updating Advance software to reflect Vice President's cultivation and stewardship of donors and prospective donors.
• Collaborates and coordinates with University Relations fundraising personnel to ensure the timely communication of information regarding top prospects.

Special Conditions of Employment:

Student Affairs is a complex division with various responsibilities to the university-at-large, various institutional constituencies, the president, senior administrative staff, and the Board of Trustees. The Executive Assistant's personality and temperament are as important as any particular skill. The Executive Assistant must have the ability to maintain a professional demeanor, utilize tact and discretion, and maintain the strictest confidentiality. The Executive Assistant must be available to work flexible hours including weekends and evenings as needed.

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:

• Graduation from a college or university with a bachelor's degree required. Substitution: A high school diploma and two additional years of work experience may substitute for a bachelor's degree, at the rate of one year of work experience is equivalent to two years of education.
• Three years of executive-level administrative support experience required.
• Excellent written and verbal communication skills and exceptional critical listening and thinking skills.
• Strong working knowledge of computer programs and functions.

Performance Expectations - Knowledge, Skills and Abilities:

• Ability to initiate, oversee, lead, coordinate and complete various projects with minimal supervision.
• Ability to assume leadership and responsibility, as appropriate, and exercise independent judgment when making decisions.
• Ability to motivate subordinates and peers effectively.
• Anticipate and recognize problems, issues, and opportunities as they arise and advise staff and/or the vice president appropriately.
• Excellent human relations skills, problem solving, and the ability to work with various university constituents; ability to develop and use empathetic listening skills, communicate with clarity and effectiveness both orally and in writing; maintain an attitude that conveys respect, cooperation, honesty, and resourcefulness.
• Exhibit the utmost professionalism as representative of the vice president and the university.
• Exhibit attention to detail with excellent organizational and time management skills; remain professional under pressure and be able to multi-task in a fast-paced environment.
• Be familiar with pertinent university history, customs and protocols, departmental structures and systems, fiscal procedures, and personnel policies.
• Be flexible in work schedule to permit occasional early morning, evening, and weekend duty, as needed.

Posting Salary:
$30.12 - $37.94 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 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: August 29, 2024
Applications close: Open until filled

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496800/executive-assistant-to-the-vice-president-for-student-affairs





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