The Executive Assistant II (EAII) provides administrative support to the Ahlers Center as directed by the Director. Assists in coordinating Ahlers activities, ensures custom programs, Student International Business Council (SIBC) and the overall student programming lifecycles are executed effectively. The position oversees student work study positions to ensure social media accounts are updated and acts as the point of contact with the marketing department to relay marketing needs. The EAII completes key department administrative functions such as maintenance of Salesforce mailing for custom and executive programs, event and program logistic coordination as well as supports the Ahlers staff in coordinating expense and finance-related processes with the KSB Finance and Administration team. Additionally, the EAII creates and schedules meetings and events related to the Center’s strategic priorities and operational flow and as requested by the Director. Lastly, the EAII assists Ahlers Center professionals in support of the Center’s programs and mission and interacts on behalf of the Director with students, faculty, and community members, as needed.

Duties and Responsibilities:

Department administrative oversight through the planning, scheduling, and coordinating of complex operational functions, such as:

• Creates an annual calendar to ensure timely execution of activities for independent tracks of programming that run concurrently and simultaneously throughout the academic year.
• Proactively identifies pain points within program planning and works with the Director to find solutions.
• Assists Director with scholarships and other fundraising efforts, including the Hailey Takeda Scholarship.
• Assists the Director with drafting and creating OneCard and expense reports
• Supports the Associate Director of Custom Programs in coordinating logistics for custom and executive programs, and attends and supports program events and activities as needed
• Supports the Assistant Director of International Business Programs with visiting international faculty and scholars coming to KSB.
• Responsible for day-of event execution of program logistics as needed.
• In collaboration with the KSB Finance and Admin team, overseeing external contracts, independent contractor considerations, and internal and external agreement approval workflows while following and upholding university policies and procedures.
• Assists the Director in completing a monthly audit of fiscal transactions to ensure accuracy, as requested.
• Assists the Director in crafting budgets for department activities, events, programs, etc. as requested.
• Collaborates with the Knauss School of Business Finance Manager regarding all department financial processing to ensure compliance with USD expenditure, gift and grant specific policies.
• Supports Custom Program logistics and administrative tasks, as assigned by the Associate Director.
• Supports Student International Business Council logistics and administrative tasks, as assigned by the Assistant Director
• Monitors the Ahlers Center’s general email account and phone line, responding to or forwarding inquires as appropriate.
• Manages Ahlers Center parking account, including proximity space(s), citations and daily permits for Center guests
• Orders and submits supply orders via UniMarket
• Oversees the submission and completion of building maintenance and repair, work orders, key/locks etc. related to the Ahlers space and coordinates these requests with the KSB Facilities professional.
• Picks up Ahlers Center mail at the Mail Center regularly

Coordinates marketing efforts related to all Ahlers Center programming:

• Creates and adheres to a marketing map featuring key Ahlers branded programs and events.
• In collaboration with the Knauss Marketing and Recruitment team, promotes custom and executive education programs, updates website content, crafts reports for internal and external audiences, and ensures adherence to brand standards and strategies.
• Creates and oversees maintenance of social media accounts for the Ahlers Center
• In collaboration with KSB Marketing and Recruitment, design and send email notifications about programs and events.
• Promotes Ahlers activities and events in KSB and campuswide newsletters and websites.
• Maintains Salesforce database and oversees student worker projects related to the software.
• Creates events in Salesforce with associated sub-events (as applicable), discount codes, and all event emails (confirmation, seats available, off waitlist, and event reminder emails).
• Creates reports to track event registration and participant details.
• Records event attendance.
• Sends event evaluation emails post-event.
• Adds new contacts and edit existing contacts within the Ahlers mailing list.
• Orders Ahlers branded and KSB marketing supplies as needed

Coordinates and attends meetings related to the Center’s and International Business Programs committees as well as other events and meetings by:

• Acts and works as a representative of the Ahlers Center on behalf of the Director at internal and external conferences and events.
• Coordinates all logistical requirements of the meetings, including room reservations, catering, parking, contact with speakers, organizing agenda and handouts, contracting with outside vendors, coordinating with venues, and making any necessary travel arrangements.
• Consults with faculty and business executives participating in the various programs to identify and address their needs.
• Prepares agenda and minutes of Ahlers Center Advisory Board and Ahlers Center staff meetings.

Other duties as assigned.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

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.

Minimum Qualifications:

• Bachelor’s degree from an accredited college or university with preference given to business and/or related field
• High school diploma and two additional years of experience may substitute for Bachelor’s degree
• 3 years experience in office management and/or general administrative support.

Preferred Qualifications:

• Bachelor’s degree in business, international business, international relations, or related field from an accredited college or university
• 3 years of experience in office management and/or general administrative support within higher education and/or international relations

Performance Expectations - Knowledge, Skills and Abilities:

• Demonstrated experience in budget creation and management.
• Highly proficient with Microsoft Excel, Word, PowerPoint and Qualtrics
• Intermediate to advanced Excel skills with function knowledge and appropriate application for needed functions
• Experience working with Salesforce applications and WorkDay platforms
• Learning new systems quickly and effectively
• Navigating and implementing policies and procedures
• Working in an institution of higher education
• Interacting with the professional community
• Presenting materials in a clear and concise manner
• Experience supporting hands-on fundraising activities involving small as well as major gifts while treating all donors with equal respect and gratitude
• Using independent judgment to take appropriate action on inquiries
• Critically important to be able to handle multiple complex tasks effectively and independently.
• Must possess flexibility and versatility to contribute to evolving work situations.
• Attention to detail and the ability to multitask while also working with minimal supervision
• Following processes, procedures and policies.
• Creating and managing budgets.
• Ability to assume responsibility and effectively resolve problems by exercising independent judgment in meeting challenges and implementing procedures.
• Ability to focus on technical details in an environment with many distractions
• Serving as a collaborative team member with the ability to handle confidential information with tact and discretion
• Working in a busy environment with high customer service standards
• Maintaining a high level of accuracy developing work products and reports
• Time management in order to handle multiple projects with competing deadlines
• Excellent oral and written communication skills
• Working with diverse personalities and backgrounds
• Being flexible and versatile in coping with evolving work situations
• Being able to handle the stress of last-minute deadlines and changes

$27.75 - $30.25 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.

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.