Executive Assistant (EAII) and IRB Coordinator


Position Title & Department:
 Executive Assistant (EAII) and IRB Coordinator; Provost

Posting #
5568
Department Description: The University of San Diego, with its college and six schools, distinctive academic centers and institutes, proximity to Asia and Latin America, and commitment to Catholic traditions, offers students a unique educational experience. A USD education is characterized by academic rigor in its undergraduate and graduate programs offering transformative opportunities through student/faculty research, global experiences, community service learning and internships that develops the knowledge, values and skills needed to serve the global, civic and faith communities.
University Description:
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.
Detailed Description:
Provides a wide range of complex direct support to the Vice Provost and the Associate Provost in a fast-paced executive office setting. Maintains calendars and manages travel logistics for the Vice and Associate Provosts. Requests and organizes briefing materials/presentations, including sensitive, confidential personnel and student issues. Serves as the Coordinator for the Institutional Review Board (IRB), processing proposals and verifying they have been properly submitted, maintaining the IRB online database and pulling reports, among other responsibilities. Acts as point of contact and provides a professional, welcoming environment to those contacting the office. Provides excellent, professional customer service providing needed information using leadership skills when encountering sensitive, confidential situations. Prepares reports, correspondence, presentations, and documents utilizing Microsoft Office. Manages meetings, event logistics, and large catering orders. Serves as primary staff liaison for committees and task forces related to the Vice and Associate Provosts. Supports the Assistant to the Provost with scheduling and other administrative tasks. Coordinates events, such as committee meetings, luncheon and dinner meetings, conferences, receptions, and retreats relating to the Vice and Associate Provosts.

Duties and Responsibilities:
Provides direct support to the Vice and Associate Provosts 

• Coordinates calendars. Schedules appointments and complex, multi-attendee meetings with high-level individuals which requires professional interaction. Contacts meeting attendees to coordinate agreeable meeting times. Utilizes Event Management Systems software to locate and reserve available meeting rooms and confirms with attendees the meeting time, location, and agenda. Prepares and distributes agenda materials for meetings.
• Assists with student appeals/complaints. Inquires as to the nature of the complaint, appropriateness of appeal at this level, and requests needed information for students to submit a formal appeal.
• Assists with sensitive and confidential personnel issues. Schedules sensitive personnel appointments for personnel investigative purposes.
• Updates respective web pages and online portals as needed and may assist with some redesign on pages and portals.
• Makes arrangements for professional travel making airline, hotel, and conference reservations, and completes travel reimbursement documentation.
• Assists in the preparation of course materials, if needed, when either the Vice or Associate Provost are teaching.
• Assists with department-related expense report preparation as needed.
• Prepares, processes, and handles confidential and personal correspondence.
• Researches policies and procedures for the office and campus community upon request, providing accurate information and guidance.
• Represents the office and the University at campus functions.
• Handles grievances and other communications, and solves problems. When necessary, redirects callers to the appropriate department head.
• Provides excellent customer service, with the ability to manage multiple duties of a sensitive and confidential nature.
• Maintains a high level of confidentiality.

Serves as Coordinator for IRB and Programming 

• 
  Institutional Review Board
  

Serves as the Coordinator for the Institutional Review Board (IRB), including administrative support for the IRB Chair and the IRB Administrator; independently reviews all proposals and verifies that exempt, expedited, and full review research proposals have been properly submitted to meet Board requirements for the categories of review; maintains the IRB's online database and pull reports; Prepares necessary updates to the University's Federalwide Assurance (FWA) for the IRB Administrator and ensures proper submission of the FWA on behalf of the University; schedules monthly meetings, including coordinating agenda and materials, and secures meeting locations, also publishes the meetings and submission deadlines, takes attendance and records minutes.

• 
  Other Committees and Programs
  Assists with other committees on which Vice or Associate Provosts serve  and supports programming such as New Faculty Orientation (NFO)
  

General Office Support 

• Provides complex secondary support to the Provost and Vice President, including supporting the Assistant to the Provost with complex scheduling and administrative tasks.
• Provides a professional, welcoming environment to those contacting the Provost's Office: President, vice presidents, deans, directors, students, faculty, interviewees, parents and off-campus individuals.
• Provides excellent customer service when responding to inquiries, obtains needed information, and provides a professional, calming and diplomatic demeanor to upset or angry students, parents, and others. Answers inquiries using knowledge of USD organizational structure, personnel, University and Provost's Office policy and procedures.
• Ensures the front office, break room and supply cabinets are supplied appropriately, requesting supply orders as needed.

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 
Job Requirements:

Minimum Qualifications:

• Bachelor's degree preferred; 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.

Preferred Qualifications:

• 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.

Performance Expectations - Knowledge, Skills and Abilities:

• 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; sensitive to personalities/needs/attitudes of faculty, students, administrators, and public visitors that come to the office or contact the office.
• Possess excellent organizational and time management skills, and the ability to work effectively under pressure while maintaining flexibility to adjust to changing priorities/needs of the office.
• 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.
• Possess a 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.

Posting Salary:
$27-33 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position.  Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.
Special Application Instructions:
Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review.  If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.
Additional Details:

Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/497344







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