Executive Assistant II to the Dean

About the role

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.

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.
  • Captures, 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.
• 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).
• 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.

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.

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).
• Prioritization and time management skills.
• Discretion and diplomacy.
• Policy and collaboration.

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.