The Division of Student Affairs seeks an individual with a strong commitment to diversity, equity, inclusion, and antiracism and a strong interest in working at a mission driven, faith-based institution. The role of the Executive Assistant II in supporting students and the USD Community responsibilities of the position are significantly tethered in the university's contemporary Roman Catholic mission and commitment to creating an equitable, welcoming community for all.
This position reports and provides administrative support to the Assistant Vice President for Student Affairs for Student Wellness (AVP). Works closely with the AVP in overseeing and coordinating the services and functions of the Wellness units (Health Center, Counseling Center, Center for Health and Wellness Promotion, Disability and Learning Difference Resource Center, and Women's Center I C.A.R.E., Campus Recreation). Responsible in an Office Managerial role for all aspects of daily office management and assisting the AVP in the development, planning and administration of all accounting, budgetary, strategic planning, personnel functions and administrative projects within the Student Wellness Area. Assists in developing and/or implementing short and long-range projects and initiatives for the improvement of wellness services provided to the campus community. Responds to questions relating to every aspect of the Wellness Area's operations and projects. Manages all aspects of the Student Health Insurance Plan. Must maintain strict confidentiality and exercise discretion at all times. 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 role may perform duties in various Wellness locations depending on current needs and/or work flow.
Duties and Responsibilities:
Direct Administrative Support for the Assistant Vice President of Student Affairs for Student Wellness
- Responsible for the Assistant Vice President’s calendar. This includes, but is not limited to: daily monitoring of calendar, scheduling complex appointments, organizing and gathering meeting materials for AVP; reserving room; sending confirmation and parking notices to guests; handling scheduling conflicts
- Planning and management of meetings and trainings including the development of agendas, PowerPoints, minutes, and other needed documents
- Independently creates and edits a variety of correspondence, memoranda, reports, letters and other material requiring accuracy and completeness
- Compiles and creates reports for AVP for use in decision making regarding projects and/or initiatives Maintains calendar of Student Wellness deadlines and ensures Student Wellness meets all deadlines. This includes, but is not limited to: updating yearly communication and marketing content, updating emergency management and business continuity documents, and managing equipment and minor capital requests
- Handles all travel arrangements for AVP. This includes but is not limited to making air, car, and hotel arrangements
- Maintains and orders office supplies and oversees maintenance of office machines (examples: copier, computers)
Student Wellness Administrative Support
- Coordinates events associated with Wellness Units Interacts with various campus administrators and faculty to ensure correct implementation of department specific policies and procedures. Maintains an awareness of all Student Wellness processes to support EAs in the area and address questions quickly for various stakeholders
- Works closely with the AVP and committee chairs in coordinating the posting, interview and hiring processes for professional positions in the Wellness Area and supports others in Wellness Area when searches are being manages outside of the AVP area
- Manages complex confidential database filing system for the department and assists in the management of the Area’s practice management and electronic medical records systems
- Responsible for the maintenance of Student Wellness websites and sharing social media content with health promotion staff Maintains the monthly vacation/sick report. Monitors staff vacation/sick, available/used for the whole Wellness Area staff. Notifies the AVP when issues arise.
- Supports elements of the Wellness Housing Request and accommodations processes Supports the operations of Wellness unit front desk during peak times and in the absence of full-time support staff. Examples of responsibilities include greeting guests, fielding stakeholder questions, checking in students, proctoring exams, and providing direction and guidance to student employees
- Coordinates the logistics of yearly performance evaluations
- Provide back-up support for various administrative support functions, as needed
Management of Student Health Insurance plan
- Manages the University’s Student Health Insurance Program Creates and maintains communication plan, USD specific marketing, and fields questions of students, families, and other stakeholders
- Facilitates the hard waiver enrollment process including the insurance portal, coordination with IT and Student Financial Services
- Communicates with different USD departments and the student health insurance broker to manage issues related to marketing and the hard waiver program
- Manages the Student Health Insurance website
- Coordinates meetings regarding the insurance and the insurance renewal process
- Communicates international student health plans and marketplace information with appropriate stakeholders
Budget Management
- Oversee and manage all office budgets including: monitoring expenditures and transfers
- Process all departmental business transactions (i.e. purchase orders, supplier invoice requests and contracts)
- Responsible for reconciling credit card transactions monthly by set deadlines.
Special Conditions of Employment:
The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.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.