Executive Assistant - Athletics

EXPIRED

Position Title & Department:

Executive Assistant - Finance; Athletics

Posting

4832

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Position Title & Department:

Executive Assistant - Finance; Athletics

Posting

4832

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Department Description:

As part of the University of San Diego, a Roman Catholic University, the Department of Intercollegiate Athletics is committed to advancing academic and athletic excellence and enhancing students' lives while promoting the University of San Diego.

University Description:

The University of San Diego, a contemporary and engaged 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:

This is a part-time temporary, non-benefit based position with an anticipated end date of June 1, 2025 with the possibility of extension.

The Executive Assistant supports the Budget Analyst of Athletics in establishing, monitoring, and maintaining the university’s operating budget. The Executive Assistant collects, reviews, and analyzes data used in the athletics financial systems. The Executive Assistant prepares and disseminates routine operating budget reports; monitors monthly expense reports; and provides assistance to departments as needed. The Executive Assistant will serve as a financial and administrative resource for the Department of Intercollegiate Athletics and will provide lead technical support to the Budget Analyst. The Executive Assistant uses independent judgment, proactively identifies issues and makes suggestions for resolution; troubleshoots problems, makes recommendations, and handles highly confidential matters and materials in a time-sensitive environment. The Executive Assistant manages 21 operating, 45 restricted, and 5 endowment accounts.

Duties and Responsibilities:

Expense oversight:

Manages athletic department’s monthly expense reports.

Analyze monthly financial reports comparing actuals to budget, ensuring accuracy. Discusses monthly activity with budget analyst.

Analyzes trends, costs, revenues, financial commitments, and obligations incurred to predict future revenues and expenses.

Interprets data and responsible for tracking and general budget oversight of all athletics accounts, including salary, operating, restricted, revenue, and endowment accounts.

Analyzes expenditures, identifies problems and discrepancies, and makes corrections with journal entries and budget appropriations.

Designs, develops, and conducts special studies in the assigned areas of fiscal operations. Interprets fiscal rules and policies and recommends new and improved programs.

Review and analyze processes as needed to identify areas for improvement and implement solutions.

Prepares detailed monthly financial reports for athletics accounts and forecasts future departmental needs. Works closely with the Associate VP for Athletics and the divisional Budget and Administrative Manager.

Tracks special, one-time special fund distributions from the NCAA and West Coast Conference to ensure expenditures are appropriate and compliant.

Purchasing and Accounts Payable:

Overseas and reviews complex One Card logs and expense reports, including extensive recruiting and team travel for 17 sports and budget areas. Screens and evaluates logs and reports for policy compliance.

Processes electronic purchase requisitions via Workday and coordinates payment of purchase orders, invoices and accounts payable functions.

Maintains extensive back-up files.

Problem solves accounts payable questions via Workday, Concur, phone calls and file research.

Coordinates department One Card program.

Educates Athletic Department personnel to ensure compliance with department and University accounts payable and procurement policies and procedures.

Athletic Aid, Expense card reconciliation, One-time payments, relocation:

Process/coordinate team holiday and intersession meal funding through the AAID account.

Process/coordinate One-time payments in relation to moving expenses, employee bonuses, and athletics camp payments.

Help prepare expense cards for teams required to be on campus during Intersession, Summer Session and holidays.

Special Conditions of Employment:

Must be able to work flexible hours including weekends and evenings as needed for department events.

Successful completion of required background checks.

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.

Job Requirements:

Minimum Qualifications:

Bachelor’s Degree required.

Two years’ experience working with budgets, accounting, and/or office administration.

Experience building relationships with a variety of personalities and personal styles.

Preferred Qualifications:

Accounting or business degree preferred.

Performance Expectations- Knowledge, Skills andAbilities:

Ability to work independently and effectively with minimal supervision.

Ability to problem-solve in an effective and positive manner, working from a solution-oriented, positive approach.

Ability to project, organize and administer budgets.

Excellent interpersonal skills to interact and work with a broad range of people, using tact and diplomacy.

Must possess flexibility and versatility; able to perform in new, changing, or pressure situations; willing to try new and different methods or procedures and contribute to evolving work situations.

Excellent communication skills, both orally and in writing.

Strong organizational skills with ability to handle several major projects simultaneously.

Ability to establish and maintain effective relationships with a variety of department and university stakeholders.

Ability to anticipate needs and potential problems.

Ability to maintain confidentiality of information regarding students and employees as required by University policy and FERPA regulations.

Understanding of NCAA and conference rules and regulations.

Certificates, Licenses, Registrations:

CPR certification required for compliance with department regulations.

Posting Salary:

$25.00 - $25.01 per hour

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:

25 hours per week

Closing date:

Open until filled

Note

: External job postings will be up for at least five 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 an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

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