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Executive Assistant 1

Posting #: 4493

Department Description:
Campus Card is a department within Auxiliary Services, responsible for the administration of Meal Plans, Torero ID Cards, Campus Cash and Locks. Auxiliary Services comprises a diverse group of nine internal departments that strive to meet the needs of our campus community in a sustainable and fiscally sound manner. Auxiliary Services is responsible for the overall management, planning, budgeting, staffing and directing of: Campus Card, Catering, Conferences, Dining, La Gran Terraza, Mail Center, Torero Store, University Copy, Student Affairs Facilities and additional ancillary businesses.


University Description:
The University of San Diego, a contemporary and engaged Roman 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 humanitys urgent challenges.


Detailed Description:
The University seeks an individual with a strong interest in working in a mission driven, faith-based institution. The role of the Campus Card Executive Assistant in working with the campus community and the responsibilities of the position are significantly tethered in the university's contemporary Roman Catholic mission.

Provides general executive support for the daily operation and any projects associated with the Campus Card Services office. Will serve as a key information source for other University departments, troubleshoots problems, makes recommendations, and handles confidential student, parent, staff, faculty, and community member inquiries. Issues official University identification cards operate Card Access and Point of Sale system hardware/software, maintains and reconciles daily cash for CCSO initiates, updates, and tracks adjustments as needed. Maintains Campus Cash plans, student meal plans, special programs, admission tour/visitors meal plan requests, gift cards, fundraiser programs for students, meal plan cards for Summer Conferences and Hospitality, assist with Auxiliary mailings and liaison for off campus cash vendors and CBORD systems. Verifies and encodes ID card access privilege for electronic door access.

Periodically, this position may be asked to lead or contribute to either ad hoc or ongoing division/campus projects outside the scope of their day-to-day activities. In addition. This position contributes to or leads additional division/campus project outside of typical duties to help further accomplish student or organizational goals. Additional assignments may be seasonal, ad hoc, or ongoing, depending on the project.

Duties and Responsibilities:

Customer Service

• Answers student, parent, staff, faculty, community members and off campus vendor inquiries in person, over the telephone, through email and other correspondence, acts as departmental liaison with other departments.
• Requires an in-depth knowledge and understanding of the meal plans in order to provide guidance to parents, students and the campus community in their meal plan choice.
• Encode university ID cards for door access.
• Process receipts/refunds of campus cash, meal plans, parking permits, parking citations, replacement ID cards, passport photos and gift cards.
• Verifies identity and issues new and replacement identification cards (i.e. student, faculty, staff, emeritus, community gate, special, and temporary).
• Technology/software used in providing customer service includes but is not limited to: Onity, True Credential, NetVuPoint, CBORD systems including CS Gold, Card Link, ID and Passport cameras, printers, Excel, and Word.

Financial

• Responsible for overseeing daily POS related to cash management for Campus Card Services.
• On a daily basis, prepares the deposit of all transactions from through Point of Sale (POS) system.(GET) on-line campus cash deposits or other system, mail, phone, and faxes from parents, students, faculty, staff, & administrators. Generates daily activity reports from POS and Cybersource for daily and monthly reconciliation logs. Responsible for daily transaction reconciliation, billing and submission of spreadsheet to the Business Director Auxiliary Services on the 1st business day of each month.
• Assist with reconciliation efforts as needed via CSGold and Auxiliary Dining managers. Responsible for creating and distributing distributing Meal Plans for Summer Conferences as submitted by Summer Conference.
• Cross trains for Auxiliary accounting back up data entry

Department Management

• Hires, trains, supervises, schedules and performs evaluations of work study and part-time positions using the University's established guidelines.
• Review and approve time cards for these positions.
• Delegates assignments as appropriate and follows up to ensure work is accurate and complete.
• Provides counsel, positive and corrective feedback to employees regarding performance.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.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:

• Minimum Associate Degree; High School Diploma and two additional years of experience may substitute for college education requirement.
• At least two years or more of office experience including cash handling experience.
• Must be proficient (MSOffice applications) and electronic data processing.

Preferred Qualifications:

• Bachelors degree or combined experience/education as substitute for minimum education.
• Five years or more office experience including cash handling.
• Preferred knowledge and application of CBORD CS GOLD Software, Prism Point of Sale System, True Credential ID Production System, Onity Integra & Salto Door Access System.

Performance Expectations: Knowledge, Skills and Abilities

• Possess superior customer service skills and able to provide service in a courteous, prompt and efficient manner.
• Excellent interpersonal skills and the ability to work independently with very little supervision.
• Good organizational and prioritization skills.
• Ability to communicate effectively orally and in writing.
• Bilingual - English/Spanish speak, read and write.
• Knowledge of accounting principles and practices, have a thorough knowledge of general office practices and procedures.

Posting Salary:
$20.00 - $24.00 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. USD: Human Resources: Benefits

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 Required Click 'Apply Now' to complete our online application and, for full consideration, please upload a resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:
Hours: 37.5 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.


Advertised: February 10, 2023
Applications close: Open until filled

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496267/executive-assistant-1





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