Executive Assistant II to the Dean

Apply now Posting #: 5641

Position Status: Full-time regular

Location: San Diego

Position Type: Staff, School of Nursing and Health Science

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 deliver…