Executive Assistant II to the Dean

Details • San Diego, CA

5d • Onsite

About The Position

The Executive Assistant II to the Dean provides high-level, confidential, and proactive administrative support to the Office of the Dean. This role acts as a strategic workflow manager, anticipating the cyclical milestones of the academic calendar to align the Dean's priorities effectively. Serving as the primary office manager and institutional liaison, the position facilitates seamless communication between administration, faculty, staff, students, and external partners while handling highly sensitive personnel and institutional matters with complete discretion. Additionally, the role onboard and supports program directors, faculty, and staff, managing critical operational workflows and specialized projects.

Requirements

• Bachelor’s degree from an accredited institution required; experience may substitute for education at the rate of one year of experience is equivalent to two years of education.
• 3 to 5 years of progressive experience in executive administrative support, office management, and/or high level operations.
• Advanced fluency in enterprise productivity suites (Microsoft Office Suite: Word, Excel, PowerPoint).
• Demonstrated capability or adaptability to work within specialized university ecosystems, including DocuSign, Workday, Salesforce, PageUp, Zoom phone architecture, and Content Management Systems (Cascade/CMS).
• Proven ability to manage a high-volume workload, balance shifting priorities, and execute time-sensitive tasks under pressure with minimal supervision.
• Maintains absolute confidentiality regarding executive operations, sensitive personnel files, financial data, and student matters.
• Solves problems using independent judgment, tact, and diplomacy in a fast-paced environment.
• Collaborates effectively with individuals from diverse cultural, academic, and professional backgrounds.
• Recognizes systemic operational needs and assists leadership with policy development and rollout.
• 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

• Professional experience within a higher education environment is preferred.

Responsibilities

• Represents the Office of the Dean across all modalities (digital, telephonic, and in-person).
• Standardizes, tracks, and routes complex incoming and outgoing correspondence to ensure timely issue resolution.
• Serves as a primary liaison to university stakeholders, alumni, donors, the press, and the general public.
• Manages the Dean's master calendar.
• Coordinates executive luncheons, internal events, faculty appointments, and complex meetings (including Monthly Faculty, Program Directors, and staff assemblies), overseeing room reservations and catering logistics.
• Compiles, distributes, and maintains the comprehensive School of Nursing master calendar (tracking special events, academic milestones, committee sessions, and conferences).
• Leverages Content Management Systems (CMS/Cascade) to continuously update faculty/staff bios, contact directories, and institutional details on the university website.
• Provides administrative architecture for committees chaired by the Dean, including executive and faculty search committees.
• Conducts preliminary research, aggregates briefing materials, and drafts comprehensive institutional reports.
• Manages NRRT Committee communication with the Provost’s office, assisting faculty with dossiers and routing.
• Coordinates end-to-end travel logistics and itineraries for faculty candidates on behalf of the Dean.
• Reconciles monthly executive expense reporting and reimbursement workflows.
• Supports the compilation, formatting, and submission pipelines for grant proposals initiated by the Dean.
• Manages cyclical survey completions and reports designated for external accreditation agencies (BRN, AACN, CCNE and WASC).
• Records, transcribes, and digitally archives Faculty Meeting minutes and School of Nursing Committee documents within institutional platforms).
• Curates digital repositories for official course outlines, faculty evaluations, and historical accreditation datasets.
• Edits and distributes the School of Nursing Faculty Handbook, ensuring timely onboarding delivery to incoming faculty members.
• Collaborates with Dean’s leadership team on special projects and initiatives.
• Provides operational support to the Associate Dean during accreditation site visits and evaluations.
• Exercises general oversight of the building's physical operations, initiating maintenance requests, managing faculty office transitions, tracking key allocations, coordinating telecommunication setups, and facilitating guest parking.
• Facilitates the onboarding and continuous training of graduate student workers, delegating daily project tasks and establishing operational priorities.
• Updating the Nursing List Serve database with new students and removing graduates.
• Manage and coordinate events hosted by the Dean of Nursing as directed.
• Collaborates with Director of Marketing and Communications, on promotional events.
• Assists the Dean and Search Committees throughout the hiring lifecycle by tracking applicants and issuing formal acknowledgments via the talent acquisition system (PageUp).
• Coordinates complex interview schedules between candidates, the Dean, and Search Committees.
• Manages room reservations, travel arrangements, ground transportation, and hotel accommodations.
• Serves as the primary nursing school ambassador and liaison for visiting candidates.
• Compiles and forwards informational packets prior to arrival, and facilitates the interview schedule with faculty and university administrators.

Benefits

• medical
• dental
• vision
• a retirement contribution given to you by the University
• access to on-campus Fitness Centers

What This Job Offers

• Job Type: Full-time
• Career Level: Executive