Executive Assistant I, College of Arts and Sciences, Department of Communication

Details•San Diego, CA

1d•Onsite

About The Position

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. This position also supports the activities of the College of Arts and Sciences Dean’s Office.

Requirements

HS Diploma and four years of experience or Bachelor’s degree and two years of experience in a position that requires critical thinking and analytical skills.
Proven record of superior customer service skills and a commitment to keep improving those skills.
Excellent communication skills with demonstrated capabilities of maintaining confidential information and handling sensitive data with discretion and tact.
Ability to handle multiple tasks, deadlines, and time constraints in a calm and effective manner.
Takes initiative in all performance areas.
Detail oriented, independent thinker and worker who has the ability to make appropriate judgment calls as needed on a case-by-case basis, as well as work in a team environment.
Proven ability using computers for business/accounting applications.
Word, Excel, Power Point, Google office systems
Cascade CMS
Workday
DocuSign

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
Retrieve, receive, and sort mail
Coordinate deliveries and technical services
Order department supplies using university protocols
Ensure department facilities are maintained as needed
Keep budget records to ensure spending is aligned with budget allocation
General oversight of the expense report process, including reviewing expense reports prior to chair approval
Responsible for Finance Office related processes and tasks (i.e. Purchase orders, Unimarket, activity pay, etc.)
Access budget information through Workday
Process NTT faculty contracts using DocuSign and Workday
Coordinate background checks for new employees
Orient new faculty and staff to office procedures
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
Organize department level student and/or faculty events (i.e. Honors Society Ceremony, Invited Speakers, Film Screenings, Lecture Series, etc.) as needed
Supervise work-study student activities
Approve time cards
Delegate tasks; provide performance feedback and mentoring
Advertise positions and hire work-study students, as necessary