Executive Assistant

This is a full-time, temporary, benefit-based position with an anticipated end date of December 31, 2025, with a possibility of reappointment.

The Executive Assistant works closely with the Assistant Director to support The Center for
Restorative Justice in the School of Leadership and Education Sciences (SOLES). Responsibilities range from project management coordination (from the project development stage through project completion) to administration (information technology, financial tracking and reporting, facilities), human capital (HR/recruiting, prioritizing diversity/equity/inclusion, mentoring graduate assistants and volunteers), and communications/marketing. The position requires close interaction with on- and off-campus constituents, including advisory council, training coordinators, practice group leaders, initiative leaders, donors, clients, faculty, and students. Through systems, processes, and hands-on management, the Executive Assistant ensures that the Center is a welcoming and inclusive community. Additional characteristics and requirements include managing deadlines and competing priorities, using independent judgment to respond to inquiries and concerns as appropriate, handling sensitive issues, and ensuring timely follow-up and resolution of all issues.

Duties and Responsibilities:

Administrative:

• Work closely with directors and program leaders to oversee day-to-day operations.
• Prepare agendas and take meeting notes for staff and leadership team meetings.
• Liaise with USD IT and vendors for software and hardware upkeep.
• Maintain a database of procedures and points-of-contact for: Budget, Staffing, SOLES Administration, National Team, and Trainers.
• Organize essential Center documents in Google Drive.
• Professionally represent the Center through email and phone communications, campus events, and conferences.
• Collaborate with Center staff in managing projects, providing updates, and monitoring status from conception to completion.
• Support directors with in-house and off-campus contract trainings from planning and inception to post-training analysis for continuous improvement.
• Update standard operating procedures as modifications arise.
• Support the Center’s grant projects and partnerships including the Restorative Justice Network of Catholic Campuses and the National Center on Restorative Justice.
• Assist directors with maintenance and organization of professional certificate.
• Support partnership with Community College of Philadelphia through administrative tasks.
• Assist with annual restorative retreat planning and implementation.
• Contribute to or lead additional projects outside of typical duties to help further accomplish Center goals. Additional assignments may be seasonal or ongoing, depending on the project.

Finance:

• Assist with Workday and Concur tasks in regards to budget maintenance, direct reconciliation, tracking, and following through on all charges, reimbursements, payments, and interdepartmental transfers.
• Ensure the Center, partners, and national team are in compliance with University financial policies.
• Remain informed, knowledgeable of, and follow current University policies and procedures.
• Support the Center’s partnerships through logistical and financial processes, which includes gift agreements, grant, contract, and service agreement payments, and submitting journal entries when adjustments are necessary.
• Assist Center staff, national team, and partner organizations with travel logistics.
• Responsibly purchase materials and supplies for Center office and trainings.

Marketing & Communications:

• Plan, organize, edit and send monthly newsletter through Hubspot.
• Coordinate monthly social media themes and general strategy.
• Implement Certificate in RJ marketing plan throughout academic year.
• Identify key feature stories in collaboration with the Assistant Director and Student Assistants.
• Schedule and approve social media posts as required.
• Maintain and audit the Center’s website consistent with university communications standards.
• Create marketing materials and support events through marketing and communication strategies.
• Follow SOLES and USD brand standards, attend training.

Human Resources:

• Supervise, train and approve time cards for student assistants (Graduate and Undergraduate students)
• Delegate tasks, provide performance feedback and mentoring to student assistants.
• Advertise positions and hire student assistants as necessary.
• In collaboration with Directors, support on-boarding and off-boarding of team members.
• Support processes to enhance the culture and climate of the Center’s team.
• Collate and submit HR paperwork for trainers, student assistants, coaches, and other personnel being paid through the Center.

Special Conditions of Employment:

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.