Executive Assistant to the Dean and Strategic Initiatives Coordinator

Details•San Diego, CA

6d•$35 - $41

About The Position

The Executive Assistant to the Dean and Strategic Initiatives Coordinator is responsible for supporting the Dean in daily activities such as calendaring and meetings. This position also helps manage strategic projects and initiatives launched by the Dean to advance impact, ensure growth with quality, infuse innovation, and enhance the visibility and reputation of the Kroc School. These include new types of community engagement, events, and experiences. This role involves engaging stakeholders to go from conceptualization of initiatives and idea-stage to execution and successful completion. In few words, this role leads multi-party processes for successful completion of the Dean’s strategic projects like space redesigns and events, harmonizing use of resources, organizing schedules, establishing relationships for implementation, and achieving completion in line with the Kroc School’s goals and USD ways. The Executive Assistant and Coordinator also oversees administration of processes under the supervision of the Dean. This includes coordinating key faculty-related processes such as recruitment, annual evaluations and appointment reappointment, tenure and promotion (ARRT). The Executive Assistant and Coordinator must have a clear understanding of the vision and goals of the School, showing problem solving capabilities, as well as creativity and project management skills to contribute to the growth of the institution, managing effectively issues arising in processes of organizational change.

Requirements

Bachelor’s degree required.
Four years of related work experience required.
Demonstrated project management experience.
Excellent interpersonal communication skills.
Excellent writing skills.

Nice To Haves

Experience in higher education preferred.
Understanding and knowledge of the Kroc School faculty, staff and programs.
Ability to initiate, coordinate and complete various projects with minimal supervision.
Ability to work independently as well as collaboratively using good judgment, initiative and creativity.
Ability to develop effective collaborative relationships with faculty, administration and external groups.
Ability to prioritize and manage multiple tasks simultaneously; work in a fast paced and occasionally high-pressure environment.
Demonstrated skills to analyze, problem-solve, recommend solutions, and implement action effectively.
Ability to assume responsibility and effectively resolve problems by exercising independent judgment.
Demonstrated interpersonal, oral, and written communication skills with diverse groups and situations.
Excellent computer skills, including Microsoft software applications (Word, Excel, Power Point, etc.), Adobe, and possess the ability to learn new computer and internet applications.
Working knowledge of University policies and procedures.
Ability to remain flexible and ability to work in a growing and changing organization.
This person must enjoy contact with a diverse population and personalities, be skilled at problem solving, and possess flexibility and versatility in order to contribute to evolving work situations.
Ability to foresee future needs and respond accordingly.
Willingness and ability to work evenings and weekends.

Responsibilities

Strategic Initiatives Identify and propose experiences and activities that support and fulfill the school’s mission and goals of advancing impact, ensuring growth with quality, infusing innovation, and enhancing the visibility and reputation of the Kroc School.
Coordinate Kroc School teams to develop platforms for assessing impact of on-going and new strategic initiatives; develop feedback loops to ensure evolution, continuous improvements and enhance organizational learning.
Oversee the process of redesigning Kroc spaces (e.g. classrooms, student spaces, hallways, etc.) to enhance the overall learning experience. This includes mobilizing a variety of stakeholders that must be included in each project, from University managers to School faculty, staff, students and board members. This requires team building and management capacity leading to project success.
Exercise leadership and expertise to shape processes that include clear objectives and goals; realistic timelines; identification of resources; and proper communication among decision-makers and participants.
Oversee the implementation of projects. After completion of a project, the Coordinator must establish mechanisms to measure project performance and makes improvements when needed.
Develop inclusive processes for shared governance that include a variety of stakeholders seeking to propose new strategic initiatives; facilitates dialogue among diverse stakeholders and the Dean.
Organize and/or coordinate strategic Kroc School level events and support the success of existing events, such as Peace Innovators, Women for Social Impact and Medal of Peace.
Undertake different initiatives as needed being knowledgeable of school activities and devising mechanisms for regular updates to diverse stakeholders.
Dean's Office Management Manage office operations and the administrative workflow and priorities of the Dean, including but not limited to appointment calendar, travel arrangements, Dean’s events, expense reimbursements, supplies, etc.
Coordinate with the Dean the administration of faculty recruitment, supervision, annual performance evaluation, reappointment, tenure and promotion processes (ARRT).
Develop or update best systems to manage and track ARRT review processes and materials. Work with the Provost’s Office, Dean and the ARRT Committee Chair to update and serve as a resource on policies and procedures.
Coordinate with the Dean the supervision of Affiliate Faculty and Visiting Scholars Programs.
Plan with the Dean to implement activities and initiatives concerning the Kroc School Advisory Board.
Work closely with faculty and administrators within the Kroc School and across the University, and represent the Dean to students, faculty and staff, Advisory Board, key departments, other institutions of higher education, donors, and the public.
Proactively identify and make recommendations for resolving issues that arise at the Dean level, involving climate and organization.
Handle highly confidential matters and materials in a time sensitive environment.
Hire, train, and supervise student workers.