Executive Assistant I, College of Arts and Sciences

Details•San Diego, CA

6d•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.

Requirements

Requires 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.
Must possess the 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.
Knowledge of 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. 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 students: Supervise work-study student activities. Approve time cards. Delegate tasks; provide performance feedback and mentoring. Advertise positions and hire work-study students, as necessary.