Executive Assistant 1

Under supervision, executes various executive level administrative duties for Facilities Management and provides direct support to the Assistant Vice President and Directors as needed in all functions such as calendar management, scheduling, and meeting deadlines. Other duties include but are not limited to: customer service, coordination of all personnel actions for approximately 200 employees, payroll processing, formulating and generating reports/correspondence, word processing, spreadsheets, data base, record keeping, photocopying, answering telephones, special projects, and various other activities related to the Facilities Management Operations. Deals with highly sensitive issues and confidential matters.

Duties and Responsibilities:

Provides direct support to the Assistant Vice President of Facilities Management:

• Coordinates a high volume of departmental events/meetings with various members of the university community and outside vendors/customers securing space & catering as needed.
• Deals with highly sensitive material/meetings and is required to hold a high degree of professionalism and confidentiality.
• Manages the flow of information sent by the AVP. Coordinates FM-wide initiatives for the AVP, including follow up and adherence to deadlines.
• Prepares and coordinates meeting materials and presentations.
• Responsible for the consolidation of materials such as goals, reports, metrics and provides updates.
• Records and transcribes meeting minutes.
• Coordinates travel arrangements for conferences and seminars.

Personnel Functions for approximately 200 employees: 

• Prepares Personnel Actions for hiring, status changes and termination of employees, assures that all preliminary paperwork is complete before final approval is obtained.
• Process and tracks departmental Performance Management documentation of employee evaluations. Assure that all signatures and necessary information is on forms prior to final approval and submittal to human resources.
• Prepares personnel requisitions for posting of positions.
• Assists with coordinating interviews and making preliminary phone screenings.
• Assists in hiring of up to 60 seasonal employees coordinating all functions such as background checks and new hire paperwork.
• Prepares proposal to hires ensuring proper hiring practices are followed.
• Keeps confidential employee database up to date and accurate.
• Tracks and processes all leave of absences working closely with human resources.
• Maintains and up-dates department files on computer.
• Assists in the preparation of fiscal year information pertaining to salary ranges, salary grades, equity adjustments, merit increase percentage available, position openings and changes.

Timekeeping for 160+ employees:

• Prepare daily absence report.
• Process all vacation/sick request and process absentee reports as needed.
• Review bi-weekly timecards for accuracy.
• Assist employees with discrepancies on pay and process corrections as needed.

General Office Support:

• Answers several incoming telephone lines, take clear and concise messages.
• Assist with customer service calls coming in through the help desk, enter maintenance work orders and provide support as needed.
• Provide clerical support: writing and sending out correspondence.
• Establish and maintain a positive and cooperative working relationship with facilities personnel, USD employees, visitors and vendors.
• Greets visitors, students, faculty and staff. Answer inquiries and provide information, directions and other assistance as needed.
• Assists in coordinating repair and maintenance of all office equipment with procurement and vendors.
• Assist in taking inventory, maintaining and ordering equipment and office supplies as necessary.
• Attend seminars and workshops related to responsibilities.
• Perform other duties as requested and/or directed.
• Cross training on all Administrative Office Functions required.

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.