Executive Assistant I

The Executive Assistant provides a wide spectrum of complex administrative support to the Vice Provost/Director for the Center for Inclusion & Diversity with a demonstrated ability to maintain strict confidentiality. Position also supports Tribal Liaison. Updates content on department websites as they relate to Strategic Directions. Provides clerical support and is responsible for the day to day management of the office in all facets, maintaining and improving upon the department’s infrastructure in support of the Center’s mission and goals. Maintains personnel and budget records, coordinates events, such as committee meetings, luncheons, receptions, and retreats. Uses excellent customer service and public relations skills in responding to questions from students, staff, faculty, administrators, alumni and others external to the university. 

Duties and Responsibilities:

Administrative   

• Maintain confidentiality and professional decorum in all aspects of job performance. 
• Functions as the Vice Provost’s primary staff support. 
• Serve as the initial and very important contact and liaison for the CID with students, staff, faculty, administrators, alumni, and others external to the university, as well as other offices within the university (e.g. Provost’s Office, Student Affairs Office, Procurement, Print Shop, ITS, Media Services, Public Safety, etc.). 
• Coordinate and maintain Vice Provost / Director schedules. Coordinate schedules, including travel and hotel accommodations for Vice Provost and guest speakers. 
• Assist in organizing events, design and send out invitations, keep log of registrations, arrange for food and drinks; reserves meeting rooms and arranges catering. 
• Assist in the development and distribution of informational and marketing materials. 
• Create and maintain departmental web pages using appropriate software (i.e. Canva, Dreamweaver, Contribute or other software supported by the university).
• Assist with files, letters, preparation of departmental reports such as monthly, quarterly and annual budget reports and other reports as requested.
• Manages communication, information, and provides follow-up of assigned duties to ensure completion.
• Manages CID emails determining time sensitive issues, prioritizing and responding to messages, scheduling meetings, and providing follow-up
• Answer telephones, take messages, and greet visitors respectfully and courteously. 
• Working as the Office Manager, plans, manages and directs office workflow, anticipating needs and requirements.  Provides leadership to office staff while encouraging continuous improvement.
• Plans monthly general office meetings to ensure effective teamwork.
• Run departmental errands both on and off campus. Oversee general maintenance and organization of the office. Maintain and oversee repairs for office equipment 
• Sort and distribute incoming mail and prepare outgoing packages and express mail.
• Purchase office supplies.
• Support Tribal Liaison position in development and implementation of programs, activities and networks that connect the University to urban-and reservation-based American Indian communities.
• Possess excellent human relations skills 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.

Event Coordination 

• Support planning and execution of events ranging in size from small (15‐30 people) to larger‐scale (100+ people) events 
• Ensure that the target audience is engaged and the message of such an event is properly marketed
• Act as main point of contact for vendor partnerships and manage all administration and logistics around the events ‐ contracts, budget management, communications, liaising with procurement and catering as well as on site execution 3 
• Communicate timelines, processes and event updates as required by the Director of The Center for Inclusion and Diversity or other internal key stakeholders to support the successful completion of the event and/or conference
• Develop memos, slide decks and other documents as needed by the CID director   
• Manage all changes effectively by keeping forms and paperwork updated and saved properly on the network; communicate and manage all changes with vendors and other involved parties   
• Provide thoughtful and collaborative data, insight, feedback and recommendations that can be implemented to improve future events   
• Support faculty and staff affinity groups in collaboration with Human Resources

Budgetary 

• Function as the budgetary officer by tracking expenditures, verifying the accuracy of invoice billing amounts, and reconciling accounts payable and accounts receivable. 
• Resolve invoice and accounting problems; correspond with vendors in case of billing discrepancies.
• Process the paperwork necessary for grants and travel reimbursements and expense reports.
• Oversees & prepares journal entries as well as check requests for numerous department grants.

Supervisory 

• Schedule, supervise, and evaluate work-study, grad assistants, casual labor, and volunteer students.
• Monitor student labor hours and funds to ensure proper expenditures are met

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.