Executive Assistant I, College of Arts and Sciences

The executive assistant organizes, manages and coordinates all administrative efforts in support of the department and serves as the primary contact for university personnel, students and parents, and external contacts including the general public. The executive assistant supports the chair in all aspects of department management including monitoring the budget. Administrative support for faculty includes photocopying, ordering supplies, and other duties as assigned.

Duties and Responsibilities:

Maintain regular functions of department office:

• Answer or direct general inquiries by phone & email
• Greet and direct visitors
• Serve as the first point of contact for students
• Receive and sort mail
• Coordinate deliveries and technical services 
• Order department supplies using university protocols 
• Ensure department facilities are maintained as needed

Budget and Operations:

• Keep budget records to ensure spending is aligned with budget allocation
• Process expense reports and other accounts payable forms
• Access budget information through Workday
• Process part time faculty contracts using DocuSign
• Coordinate background checks for new employees
• Orient new faculty and staff to office procedures

External Communication:

• Maintain and audit the department website, including faculty biographical information, consistent with University Communications standards
• Curate department social media accounts and align with College communication outreach
• Coordinate marketing efforts for department sponsored events with College marketing team
• Coordinate department newsletter and/or other communication and/or promotional materials

Other duties:

• Organize department level student and/or faculty events (i.e. Honors Society Ceremony, Invited Speakers, Film Screenings, Lecture Series, etc.) as needed 

Supervision of Work Study student:

• Supervise work-study student activities 
• Approve time cards
• Delegate tasks; provide performance feedback and mentoring 
• Advertise positions and hire work-study students, as necessary 

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.