Job Details

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University of San Diego
  • Position Number: 1331520
  • Location: San Diego, CA
  • Position Type: Secretary and Administrative Assistants


Executive Assistant II (EA II) Development, School of Nursing


Department 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:

General Purpose:

The Executive Assistant for Development for the School of Nursing assists the Director of Development to successfully implement Development and Alumni Relations activities. This Executive Assistant: serves as a first point contact for the Office of Development, setting a tone of exemplary service with all persons who they contact. This position requires a high level of sensitivity due to the confidential nature of development activities. The incumbent will assist in managing alumni-related events, including the Janet Rodger's Nursing Lectureship, alumni luncheons, and alumni meetings. They will act as an ambassador between University Advancement and the School of Nursing. On occasion, they will represent the School of Nursing at community events and serve on committees relating to the School of Nursing and their constituents. Fiscal support requires gathering fiscal data, assisting in budget requests and forecasting, and monitoring budgets for compliance and discrepancies. The incumbent will facilitate purchase order requests; prepare reimbursement or payment requests, expense reports, travel and other expense records as assigned. The incumbent is also responsible for project support in a wide range of areas including resource administration, strategic planning, constituent engagement, and general administrative management issues. Supervision received from the Director of Development. This position trains and supervises student volunteers assisting the Development Office.

Job Duties:
  • Administrative, In direct support of the Director and the Office of Development:
    • Serve as first point of contact for the Office of Development.
    • Maintain outstanding level of professionalism in providing high level administrative and analytical support, including ability to exercise sound judgment, discretion, initiative, tact and diplomacy, and to represent the University's best interests at all times.
    • Arrange for visits with community constituents, ie: donors, prospective donors, and alumni on a constant basis.
    • Compile and enter contact reports into USD's central database Advance.
    • Provide support in compiling and submitting city, county, and local private foundation grant proposals.
    • Generate acknowledgment letters for all gifts as appropriate. Timeliness and accuracy are essential, and they require the Director's and/or the Dean's signature
    • Coordinate travel arrangements and reimbursements for all related development activities.
  • Alumni Relations
    • Manage School of Nursing Alumni-related events:
      • Alumni & Community Advisory Board
      • Doctoral Alumni Luncheon
      • Janet Rodgers Nursing Lectureship
      • Navy Nurse Corps Celebration
      • USD Scholarship Luncheon
      • Responsibilities include:
        • Working with the University Events department or outside consultants to:
          • Develop concept/structure/budget for event
          • Prepare invitation, including developing list and coordinating invitation design, printing and mailing.
          • Reserve facility and related audio-visual, sound, and lighting
          • Initiates promotion of event as applicable
          • Coordinates set up of event, including setting menu and layout with catering, preparing seating chart, collecting RSVPs and fees, preparing name badges
          • Coordinates agendas and itineraries (as well as travel and accommodations as necessary) for guests and guest lecturers, contracts with various vendors, including photographer, florist, if needed.
          • Coordinate professional photographer for major events.
          • Serves as point-person for events, providing staff direction and coordination, as well as problem-solving solutions to last minute issues
    • Attend networking events with the Director of Development to increase alumni/professional network, refine relationship management skills, and enhance the SON's outreach and capacity.
  • Database Management, Coordinate and maintain the department's donor/alumni and donor prospect database:
    • Regularly clean up the database to ensure data quality, including de-duplicating and merging records.
    • Update donor/prospect database on a continual basis with relevant information from the SON and Advancement Services and other departments as well as information that other stakeholders deem important.
    • Utilize third party applications as needed to more efficiently ensure database accuracy.
    • Support training of Development Department staff in use of donor database system.
    • Partake in ongoing database training.
  • Gift Processing, Manage all incoming gift processing to the SON in coordination with Advancement Services:
    • Enter gifts received via check, credit card or wire on a daily basis and assign correct cost centers and other relevant information.
    • Manage department contribution/donor thank you/ acknowledgment system
    • Continuously update thank you letter templates and specialized letters.
    • Oversee general stewardship system for all donors and where appropriate, donor prospects. Work with the director to strategize and, provide excellent stewardship to donors and donor prospects.
    • Ensure all donations processed through Advancement Services
    • Assist in the maintenance of donation/registration pages for both annual and one-time events, annual and one time appeals, and peer to peer fundraising campaigns.
    • Reconcile all donations with the Central/Finance department on a monthly basis.
    • Ensure accuracy of all gifts in database including specific fund/cost center.
    • Reconcile unrestricted income with Central/Finance on a monthly basis.
  • Marketing/Communications, Coordinate Communications efforts between Development and Marketing office:
    • Create and assist with internal and external communications including digital, print and advertising programs
    • Coordinate promotional and marketing programs as directed
    • Seeks and develops opportunities to enhance the image of the University in the community with our internal and external constituents.
    • Manage and update the SON website with accurate and up-to-date information as needed and post school news on Facebook, Instagram, and LinkedIn
    • Implements and manages agency's e-communications program as needed per the Director.


Job Requirements:

Minimum Qualifications
  • Bachelors degree or equivalent experience.
  • Three to five years executive administrative experience.
  • Experience in Alumni Relations a plus.
  • Basic knowledge of and experience in healthcare and higher education a plus.
  • Thorough knowledge of Microsoft Office Suite, internet, and email.
  • Knowledge of and willingness to learn Advance database management system.
  • Willingness to work early mornings, evenings, and/or weekends on or off campus as necessary.
  • Excellent organizational and time management skills, and extremely detailed oriented

Performance Expectations: Knowledge, Skills and Abilities
  • Willingness to be active in relationship building with external constituents
  • Maintain the highest standards of confidentiality while handling donor information with tact and discretion.
  • Capable of managing multiple priorities effectively
  • Good communication and organizational skills.
  • Demonstrated knowledge and use of digital, social media & emerging online channels
  • Superb verbal and written communication skills
  • Present oneself articulately and professionally on the telephone and in person.
  • Communicate in a calm, professional, effective manner in challenging situations.
  • Work independently, taking initiative and setting priorities in a dynamic environment.
  • Pro-active in determining time schedules and identifying problems and seeking solutions.
  • Effectively train and supervise work study students and student or community volunteers for telethon.
  • Willingness to assume responsibility for other duties as directed by the Director of Development

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.


Posting Salary:

Commensurate with experience; Excellent Benefits.

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), 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


Special Application Instructions

Click Apply Now 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 619-260-6806, or email us at jobs@sandiego.edu


Additional Details:

Hours: 37.5 hours per week

Closing date: November 16, 2018

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 a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.


To apply, visit http://jobs.sandiego.edu/cw/en-us/job/492450/executive-assistant-ii-ea-ii-development-school-of-nursing





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