Executive Assistant (EAII) and IRB Coordinator

About the role

The University of San Diego, with its college and six schools, distinctive academic centers and institutes, proximity to Asia and Latin America, and commitment to Catholic traditions, offers students a unique educational experience. A USD education is characterized by academic rigor in its undergraduate and graduate programs offering transformative opportunities through student/faculty research, global experiences, community service learning and internships that develops the knowledge, values and skills needed to serve the global, civic and faith communities.

Responsibilities

• Maintains calendars and manages travel logistics for the Vice and Associate Provosts.
• Requests and organizes briefing materials/presentations, including sensitive, confidential personnel and student issues.
• Serves as the Coordinator for the Institutional Review Board (IRB), processing proposals and verifying they have been properly submitted, maintaining the IRB online database and pulling reports, among other responsibilities.
• Acts as point of contact and provides a professional, welcoming environment to those contacting the office.
• Provides excellent, professional customer service providing needed information using leadership skills when encountering sensitive, confidential situations.
• Prepares reports, correspondence, presentations, and documents utilizing Microsoft Office.
• Manages meetings, event logistics, and large catering orders.
• Serves as primary staff liaison for committees and task forces related to the Vice and Associate Provosts.
• Supports the Assistant to the Provost with scheduling and other administrative tasks.
• Captures events, such as committee meetings, luncheon and dinner meetings, conferences, receptions, and retreats relating to the Vice and Associate Provosts.
• Provides direct support to the Vice and Associate Provosts.
• Schedules appointments and complex, multi-attendee meetings with high-level individuals which requires professional interaction.
• Contacts meeting attendees to coordinate agreeable meeting times.
• Utilizes Event Management Systems software to locate and reserve available meeting rooms and confirms with attendees the meeting time, location, and agenda.
• Prepares and distributes agenda materials for meetings.
• Aids in student appeals/complaints.
• Inquires as to the nature of the complaint, appropriateness of appeal at this level, and requests needed information for students to submit a formal appeal.
• Aids in sensitive and confidential personnel issues.
• Schedules sensitive personnel appointments for personnel investigative purposes.
• Updates respective web pages and online portals as needed and may assist with some redesign on pages and portals.
• Makes arrangements for professional travel making airline, hotel, and conference reservations, and completes travel reimbursement documentation.
• Aids in the preparation of course materials, if needed, when either the Vice or Associate Provost are teaching.
• Aids in the preparation of department-related expense reports as needed.
• Prepares, processes, and handles confidential and personal correspondence.
• Researches policies and procedures for the office and campus community upon request, providing accurate information and guidance.
• Represents the office and the University at campus functions.
• Handles grievances and other communications, and solves problems. When necessary, redirects callers to the appropriate department head.
• Provides excellent customer service, with the ability to manage multiple duties of a sensitive and confidential nature.
• Maintains a high level of confidentiality.
• Serves as Coordinator for IRB and Programming Institutional Review Board.
• Serves as the Coordinator for the Institutional Review Board (IRB), including administrative support for the IRB Chair and the IRB Administrator; independently reviews all proposals and verifies that exempt, expedited, and full review research proposals have been properly submitted to meet Board requirements for the categories of review; maintains the IRB’s online database and pull reports; Prepares necessary updates to the University’s Federalwide Assurance (FWA) for the IRB Administrator and ensures proper submission of the FWA on behalf of the University; schedules monthly meetings, including coordinating agenda and materials, and secures meeting locations, also publishes the meetings and submission deadlines, takes attendance and records minutes.
• Assists with other committees on which Vice or Associate Provosts serve and supports programming such as New Faculty Orientation (NFO).
• Provides complex secondary support to the Provost and Vice President, including supporting the Assistant to the Provost with complex scheduling and administrative tasks.
• Provides a professional, welcoming environment to those contacting the Provost’s Office: President, vice presidents, deans, directors, students, faculty, interviewees, parents and off-campus individuals.
• Answers inquiries using knowledge of USD organizational structure, personnel, University and Provost’s Office policy and procedures.
• Serves as a liaison between the Provost’s Office and the University community.
• Ensures the front office, break room and supply cabinets are supplied appropriately, requesting supply orders as needed.

Requirements

• Bachelor’s degree preferred; high school diploma required
• Minimum of five years’ experience in a fast-paced executive level office or bachelor's degree and three year’s experience.
• Experience in higher education is preferred.
• Experience supporting senior executives in a complex organization is preferred.
• Experience with, or willingness to learn, new digital tools, including AI-enabled productivity tools, preferred.