Executive Assistant (EAII) and IRB Coordinator

EAII•San Diego, CA

3d•Onsite

About The Position

The University of San Diego (USD) is seeking an Executive Assistant (EAII) and IRB Coordinator to provide comprehensive support to the Vice Provost and Associate Provost in a dynamic executive office. This role involves managing calendars, coordinating complex meetings, handling sensitive and confidential information, and serving as the primary point of contact for the office. Additionally, the position serves as the Coordinator for the Institutional Review Board (IRB), responsible for processing proposals, maintaining the IRB database, and scheduling meetings. The role also supports other committees and programming, and provides general office support to the Provost and Vice President, ensuring a professional and welcoming environment for all visitors and contacts.

Requirements

High school diploma required.
Minimum of five years’ experience in a fast-paced executive level office or bachelor's degree and three year’s experience.
Excellent verbal and written communication and public relations skills.
Accuracy and attention to detail in an environment with many distractions.
Ability to sense urgency and to shift priorities at a moment’s notice.
Demonstrated ability to maintain strict confidentiality.
Ability to deal effectively and diplomatically with diverse personalities and backgrounds.
Excellent organizational and time management skills, and the ability to work effectively under pressure while maintaining flexibility.
Knowledge of basic budget processes and in particular, USD’s budget procedures.
Ability to prioritize workload effectively.
Knowledge of the locations, functions, and personnel of University academic and non-academic units.
Working understanding of the University’s policies and procedures.
Thorough knowledge of current office practices and procedures; sound business English and proofreading skills.
Proficient ability to use Microsoft Office and all its applications, Google Mail/Calendar software, and web maintenance software.
Ability to meet deadlines.
Must be able to represent the Provost’s Office in a professional manner, including dressing in appropriate business attire.
Critical thinking and analytical skills.
Ability to make prudent judgments and decisions.
Self-motivated and capacity to take initiative.
Flexibility in schedule; may be required to work early mornings, evenings and weekends when necessary.
Successful completion of a pre-employment background check.
Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Nice To Haves

Bachelor’s degree preferred.
Experience in higher education is preferred.
Experience supporting senior executives in a complex organization is preferred.
Experience with, or willingness to learn, new digital tools, including AI-enabled productivity tools, preferred.

Responsibilities

Provides direct support to the Vice and Associate Provosts, including coordinating calendars and scheduling appointments and complex meetings.
Manages meeting logistics, including reserving rooms, preparing and distributing agendas, and confirming attendees.
Assists with student appeals/complaints and sensitive/confidential personnel issues.
Updates respective web pages and online portals and may assist with redesign.
Makes arrangements for professional travel, including reservations and reimbursement documentation.
Assists in the preparation of course materials and department-related expense reports.
Prepares, processes, and handles confidential and personal correspondence.
Researches policies and procedures and provides accurate information and guidance.
Represents the office and the University at campus functions, handles grievances, and solves problems.
Provides excellent customer service with the ability to manage multiple duties of a sensitive and confidential nature.
Serves as the Coordinator for the Institutional Review Board (IRB), providing administrative support, reviewing proposals, maintaining the online database, preparing FWA updates, scheduling meetings, and recording minutes.
Assists with other committees on which Vice or Associate Provosts serve and supports programming such as New Faculty Orientation.
Provides complex secondary support to the Provost and Vice President, including supporting the Assistant to the Provost with scheduling and administrative tasks.
Ensures the front office, break room, and supply cabinets are appropriately supplied and orders supplies as needed.