Position Title & Department: Executive Assistant; Finance
Posting #: 4747
Department Description: The Finance Office serves the needs of the university and its constituents. It is supported by the Controllers Office which oversees the accounting, cashiering, procurement, and student financial services operating units. The Tax and Compliance Office promotes compliance to federal and state tax laws, serves as a campus resource with respect to tax issues, and oversees the universitys accounts payable and payroll activities. The Budget and Treasury unit conducts budget planning, capital financing, endowment investment, and cash management. The Office of Risk Management oversees the university's insurance policies and loss control efforts.
University Description: The University of San Diego, a contemporary and engaged Roman 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 humanitys urgent challenges.
Detailed Description: Provides direct administrative support to the Vice President for Finance & CFO and Finance Office Senior Leadership Team (four direct reports to the VP for Finance & CFO). Greets guests and visitors to the Vice President for Finance & CFO suite. Provides administrative support to the overall Finance Division, including directly supporting Finance team members in the Hughes Suites #328 and #335. Serves as general office coordinator for entire Finance Division. Responsibilities include the coordination of Board of Trustee committee meetings and materials; specialized project support; and other routine assignments. Assists the Vice President and other members of the finance leadership team in aspects of time management including calendar updates, meeting preparation, and communications. Supports the Finance Office division with spreadsheet and computer work, network file management, group emails, third-party communications, and other administrative tasks as assigned. Responsibilities are broad and require sound professional judgment and a high degree of confidentiality.
Duties and Responsibilities:
Serves as the office coordinator for Hughes Suites #328 and #335. Performs general office functions including records maintenance, word processing, copying, telephones, meeting scheduling, parking reservations, and filing. Greets visitors and maintains an organized office including an orderly inventory of office supplies, kitchen supplies, paper and stationary. Coordinates equipment and maintenance agreements, and completes IRS and banking documents. Conducts purchase requisitions, supplier invoice request processing, and One Card transactions in accordance with university procedures. Serves as a Notary Public and maintains active notary license.
Assists the Vice President and other members of the financial leadership team in aspects of time management including, but not limited to, calendar updates, meeting preparation, and communications with other offices. Schedules meetings and coordinates meeting materials. Meets regularly with the Vice President and Finance Office Senior Leadership Team to discuss calendar planning and assistance with meeting preparation.
Performs all administrative duties in support of Board of Trustee Investment, Finance and Audit Committee quarterly meetings. Communicates meeting times and locations to trustees and their assistants; coordinates trustee attendance; assembles, mails and emails meeting materials; and arranges for catering and meeting technology. Attends trustee committee meetings, provides assistance to trustees and other attendees, and records minutes. Posts trustee materials to secure on-line portal in a timely manner, and communicates with President's Office as necessary in the conduct of duties
Uses Microsoft Excel and Power Point to prepare or edit basic financial spreadsheets and presentations, respectively, upon request. Uses Adobe PDF software and maintains concise network files that store permanent financial information for the university. Supports the Finance Office division with other spreadsheet and computer work, file management, group emails, third-party communications, and miscellaneous administrative tasks as assigned. Regularly communicates workload to Vice President so that other projects can be assigned. Performs special projects including, but not limited to, the coordination of business continuity records, travel and accommodation for campus visitors, completion of forms, and coordination of Finance Office special events.
Special Conditions of Employment:
Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.
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:
Bachelors degree and four years experience in executive administrative support, or high school diploma and six years; experience in executive administrative support.
Candidate must be strong with office technology and hold a minimum four years experience working with computers, Microsoft Office software (specifically Word, Excel and Power Point), Adobe software, printers, and copiers.
Proficient working knowledge of accounting records, systems, and spreadsheets.
Will be required to pass the California certification process for Notary Publics, and maintain an active license.
Performance Expectations - Knowledge, Skills and Abilities:
Has a thorough knowledge of general office practices and procedures. Possesses excellent organizational skills.
Keeps a neat working area and maintains orderly records.
Takes initiative and exercises resourcefulness.
Confidently communicates to trustees, Presidents Office, bankers, auditors and others in the conduct of business.
Consistently displays a professional demeanor and positive attitude.
Works autonomously in handling multiple projects at one time with changing priorities.
Exercises strong interpersonal skills and maintains cooperative and effective relationships with those contacted in the course of work.
Demonstrates strong written and oral communication skills.
Explains technical information to a wide variety of individuals.
Exercises appropriate judgment in providing advice, answering questions, and releasing confidential information.
Travels locally and works evenings or weekends as occasionally needed.
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: Resume and Cover Letter Required Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letterand resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at firstname.lastname@example.org.
Additional Details: Hours: 37.5 hours per week
Closing date: Open until filled
Note: External job postings will be up for at least five 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 an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is committed to academic excellence, Catholic intellectual and social traditions, and providing a top-notch liberal arts education for scholars of all faiths. USD is located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean. The campus is renowned for its beauty, and features Spanish Renaissance-inspired architecture.