Job Details

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University of San Diego
  • Position Number: 1275241
  • Location: San Diego, CA
  • Position Type: Executive Assistants


Executive Assistant I, Annual Giving

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:

The executive assistant I (EAI) will provide complex and routine administrative support to the Office of Annual Giving and has lead support responsibilities for the senior director and assistant director. This position receives gifts and interacts regularly with donors and a variety of university administrators, handling confidential materials. The EAI must use discretion and keep confidential all constituent personal information obtained in the performance of this job. This position assists in the execution of direct mail solicitations, manipulates data as it corresponds to reports and solicitations, manages the Annual Giving budget, creates and maintains iModules online giving and event forms, and coordinates all office functions. The EAI performs general administrative/clerical functions. This position will supervise work study students assigned to Annual Giving. Supervision received from the Senior Director of Annual Giving and Stewardship; receives broad guidance from the assistant director of Annual Giving, secondarily. Supervision exercised by designated student workers.

Duties and Responsibilities

Gift Acceptance
  • Process mailed and online donations daily.
  • Process telefunding credit card transactions for Advancement Services and Cashier daily.
  • Communicate with donors as needed to ensure the donor's intent is fulfilled. Accuracy in gift processing is extremely important because if a donor's intent is not followed and the gift is used in a manner not consistent with the intent of the gift, the university is liable.
  • Create and maintain online giving forms within iModules, as needed with updates from campus partners and vendor fixes.
  • Maintain designation collection within iModules; maintain university-wide appeal code tracking system.

Office Management
  • Provide exceptional customer service to donors and constituents.
  • Answer and screen phone calls and personally provide requested information or refer calls to appropriate staff.
  • Meet with the senior director and assistant director on a regular basis to update and receive direction.
  • Oversee the daily activities and needs of the office, shift priorities as needed, and complete office assignments and projects including calendaring meetings, document production, travel and event schedules, internal reports, etc., in a timely and thorough manner.
  • Monitor incoming and outgoing mail.
  • Coordinate staff-related office activities in an office manager role.
  • Train and supervise assigned student workers.
  • Communicate and direct confidential information to appropriate personnel.
  • Inventory office supplies and purchases as needed for annual giving and telefunding offices.
  • Work with campus partners to create event registration forms in iModules and monitor gifts generated through the event.
  • Maintain a professional, diplomatic, and cheerful demeanor in all situations.
  • As determined by the senior director, the executive assistant will perform other duties, as assigned.

Budget Management
  • Manage, allocate, and reconcile departmental budgets.
  • Reconcile monthly expenses using Noetix reports, determine budget needs and create budget transfers, create journal entries to re-allocate expenses charged to the incorrect budget or budget line.
  • Track and update the department budget for each activity.
  • Perform all accounting activities: prepare check requests, perform account transfers, payments, and deposits; prepare and renew service contracts, etc.
  • Develop detailed monthly financial reports, forecast future office projections and needs, and advise the senior director on current budget status.

President's Club Renewals
  • Prepare monthly President's Club renewal spreadsheets with data from Advance for the senior director to distribute to development officers.
  • Compile development officer responses and prepare mail packages for first, second, and third President's Club renewal efforts.
  • Prepare solicitation packets for development officers, as needed, for their personal solicitation meetings.


Job Requirements:

Minimum Qualifications:
  • Requires high school diploma. Bachelors degree preferred.
  • Minimum of three years administrative/executive support experience including a strong understanding of standard office procedures and best practices, equipment, and business/professional ethics. Two years of college education may substitute for one year of work experience.
  • Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills; must exhibit attention to detail with a high degree of accuracy and excellent organizational skills.
  • Must be able to work independently, taking initiative and setting priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
  • Must anticipate the needs of the department and be flexible and versatile in order to contribute to evolving work situations.
  • Must have familiarity with accounting/bookkeeping principles and functions.
  • Intermediate experience of MS Office programs; experience with database management systems with an emphasis on relational databases; ability to learn new computer programs quickly and efficiently.
  • Must be friendly and personable; mature, positive attitude; a team player.

Preferred Qualifications:

Due to the type of work of University Advancement and the Office of Annual Giving, the successful candidate must have the ability to maintain a professional demeanor, utilize tact and discretion, and maintain the strictest confidence. A strong working knowledge of computer applications is essential.

Preformance Expectations: Knowledge, Skills and Abilities
  • Must demonstrate professionalism and possess good judgment, tact, sensitivity, and discretion in handling confidential materials and situations.
  • Ability to interact with a variety of people, through telephone, e-mail, and in person.
  • Ability to work with minimal supervision and accept direction.
  • Ability to maintain composure and focus in a busy office environment.
  • Access to transportation for occasional office errands is helpful, but not required.
  • Ability to supervise, teach, and motivate people.
  • Flexibility in schedule may be required to work early mornings, evenings and weekends on or off campus when necessary.

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:

Salary: $19.00 per hour; 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: August 24, 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/492346/executive-assistant-i-annual-giving





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