Executive Assistant II to the Dean

Executive Assistant II to the Dean

Position Title & Department

Executive Assistant II to the Dean; School of Nursing

Posting #

5641

Department Description: Welcome to the Hahn School of Nursing. Throughout all our programs, we prepare the next generation of nurse scientists, leaders, advanced clinicians, and informaticists to meet humanity's most urgent needs-with compassion and with intellectual rigor.

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

The Executive Assistant II to the Dean provides high-level, confidential, and proactive administrative support to the Office of the Dean. This role acts as a strategic workflow manager, anticipating the cyclical milestones of the academic calendar to align the Dean's priorities effectively.

Serving as the primary office manager and institutional liaison, the position facilitates seamless communication between administration, faculty, staff, students, and external partners while handling highly sensitive personnel and institutional matters with complete discretion.

Additionally, the role onboard and supports program directors, faculty, and staff, managing critical operational workflows and specialized projects.

Duties and Responsibilities

Direct Executive Support to the Dean

• Communication & Liaison Management: Represents the Office of the Dean across all modalities (digital, telephonic, and in-person). Standardizes, tracks, and routes complex incoming and outgoing correspondence to ensure timely issue resolution. Serves as a primary liaison to university stakeholders, alumni, donors, the press, and the general public.
• Strategic Calendar & Meeting Management: Manages the Dean's master calendar. Coordinates executive luncheons, internal events, faculty appointments, and complex meetings (including Monthly Faculty, Program Directors, and staff assemblies), overseeing room reservations and catering logistics.
• Academic Calendar & Digital Presence: Compiles, distributes, and maintains the comprehensive School of Nursing master calendar (tracking special events, academic milestones, committee sessions, and conferences). Leverages Content Management Systems (CMS/Cascade) to continuously update faculty/staff bios, contact directories, and institutional details on the university website.
• Committee & Research Assistance: Provides administrative architecture for committees chaired by the Dean, including executive and faculty search committees. Conducts preliminary research, aggregates briefing materials, and drafts comprehensive institutional reports. Manages NRRT Committee communication with the Provost's office, assisting faculty with dossiers and routing.
• Operations & Travel Logistics: Coordinates end-to-end travel logistics and itineraries for faculty candidates on behalf of the Dean. Reconciles monthly executive expense reporting and reimbursement workflows.
• Special Projects & Development: Supports the compilation, formatting, and submission pipelines for grant proposals initiated by the Dean. Manages cyclical survey completions and reports designated for external accreditation agencies (BRN, AACN, CCNE and WASC).

Operations and Office Administration

• Information Management & Archiving: Records, transcribes, and digitally archives Faculty Meeting minutes and School of Nursing Committee documents within institutional platforms). Curates digital repositories for official course outlines, faculty evaluations, and historical accreditation datasets.
• Policy Document Upkeep: Edits and distributes the School of Nursing Faculty Handbook, ensuring timely onboarding delivery to incoming faculty members.
• Cross-Functional Support: Collaborates with Dean's leadership team on special projects and initiatives. Provides operational support to the Associate Dean during accreditation site visits and evaluations.
• Facilities Coordination: Exercises general oversight of the building's physical operations, initiating maintenance requests, managing faculty office transitions, tracking key allocations, coordinating telecommunication setups, and facilitating guest parking.
• Student Personnel Oversight: Facilitates the onboarding and continuous training of graduate student workers, delegating daily project tasks and establishing operational priorities.
• Manages Nursing List Serve: Updating the Nursing List Serve database with new students and removing graduates

Event Support

• Manage and coordinate events hosted by the Dean of Nursing as directed
• Collaborates with Director of Marketing and Communications, on promotional events

Faculty and Administrator Recruitment Support

• Applicant Tracking: Assists the Dean and Search Committees throughout the hiring lifecycle by tracking applicants and issuing formal acknowledgments via the talent acquisition system (PageUp).
• Interview Logistics: Coordinates complex interview schedules between candidates, the Dean, and Search Committees. Manages room reservations, travel arrangements, ground transportation, and hotel accommodations.
• Candidate Relations: Serves as the primary nursing school ambassador and liaison for visiting candidates. Compiles and forwards informational packets prior to arrival, and facilitates the interview schedule with faculty and university administrators.

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 from an accredited institution required; experience may substitute for education at the rate of one year of experience is equivalent to two years of education.
• 3 to 5 years of progressive experience in executive administrative support, office management, and/or high level operations.

Preferred Qualifications

• Professional experience within a higher education environment is preferred.

Performance Expectations - Knowledge, Skills and Abilities

• Advanced fluency in enterprise productivity suites (Microsoft Office Suite: Word, Excel, PowerPoint).
• Demonstrated capability or adaptability to work within specialized university ecosystems, including DocuSign, Workday, Salesforce, PageUp, Zoom phone architecture, and Content Management Systems (Cascade/CMS).
• Priority Management: Proven ability to manage a high-volume workload, balance shifting priorities, and execute time-sensitive tasks under pressure with minimal supervision.
• Discretion & Diplomacy: Maintains absolute confidentiality regarding executive operations, sensitive personnel files, financial data, and student matters. Solves problems using independent judgment, tact, and diplomacy in a fast-paced environment.
• Policy & Collaboration: Collaborates effectively with individuals from diverse cultural, academic, and professional backgrounds. Recognizes systemic operational needs and assists leadership with policy development and rollout.

Posting Salary

$28.36-$35.00 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

Resume and Cover Letter Required

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: July 24, 2026

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/497417

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