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Executive Assistant I, MEPN Program


Position Title & Department:
 Executive Assistant I, MEPN Program; School of Nursing

Posting #
5540
Department Description: Welcome to the Hahn School of Nursing. Throughout all our programs, we prepare the next generation of nurse scientists, leaders, advanced clinicians, and informaticists to meet humanity's most urgent needs-with compassion and with intellectual rigor.
University Description:
The University of San Diego, an engaged and 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:
The Executive Assistant (EA) provides high-level administrative and operational support essential to the successful management of the Master's Entry Program in Nursing (MEPN). Reporting to the MEPN Program Director, the EA serves as a primary administrative liaison for faculty, staff, and students, ensuring seamless program execution.

Key responsibilities include:

• Operational Excellence: Managing the MEPN Director's and departmental calendars, ensuring efficient scheduling and priority management.
• Student Success & Advocacy: Administrative coordination of academic progression in partnership with university stakeholders, including Graduate Records, the Registrar, Copley Library, and Information Technology Services.
• Data & Communications: Tracking and maintaining critical student statistics and overseeing the professional standard of program materials, including the program handbooks and web presence.
• Admissions Lifecycle Support: Collaborating closely with the Admissions Office to facilitate the recruitment cycle, including prospective student outreach, application processing, and interview coordination.
• Event Management: Leading the planning and execution of essential program milestones, such as faculty/student workshops, clinical orientations, and new student orientations.

Duties and Responsibilities:
Administrative Responsibilities 

• Executive Coordination: Manage the MEPN Director's calendar and departmental scheduling, coordinate and schedule meetings for students, prospective students, and faculty.
• Faculty Recruitment: Collaborates with the MEPN Leadership Team to facilitate the part-time clinical adjunct faculty recruitment process, including scheduling interviews, preparing and organizing candidate documentation, and coordinate professional correspondence with applicants throughout the hiring process.
• Faculty Onboarding: Lead the integration of new faculty by tracking clinical compliance, navigating campus resources, and managing administrative workflows including textbook orders and reimbursement protocols.
• Technical and Operational Support: Provide comprehensive technical assistance to faculty for instructional needs and serve as a liaison for office support. Drafts and finalizes essential program communications, detailed meeting minutes, and data-driven reports to support MEPN leadership and administrative transparency.
• Facilitates external accreditation correspondence, including verification forms and letters of recommendation for regulatory boards.
• Event Coordination: Coordinates end-to-end event logistics, including catering, vendor coordination, Event Management Systems (EMS) reservations, and supply procurement (signage, banners, and promotional materials). Facilitates onsite operations, overseeing setup/cleanup, guest relations, and parking logistics while serving as the primary point of contact to ensure seamless event execution.

Student Lifecycle and Academic Progression

• Primary Student Liaison: Assist with program communications, providing students with critical updates regarding registration, university deadlines, financial aid, and health requirements.
• Academic Progression: Facilitates academic progression by managing MEPN course registration and auditing degree plans via DegreeWorks to ensure graduation compliance.
• Strategic Communication: Serves as the primary point of contact for student inquiries, providing direct support or escalating to leadership as required.
• Clinical Placement Support: Assist the Clinical Placement Team with administrative tasks and contribute to departmental governance meetings regarding curriculum and clinical operations.

Data Management and Accreditation          

• Compliance and Accreditation: Participate in and assist with regulatory and accreditation processes, including preparation of periodic reports and site visits.
• Alumni Data: Inputs and maintains MEPN alumni information into the internal department database to support accreditation, reports, surveys, and grants.

HSON Collaborative Support 

• 
  Departmental Cross-Support: Provides administrative and operational support to other HSON departments as required during peak periods or school wide events, such as graduation.
  

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:

• Education: High School diploma required. 
• Minimum Experience: Minimum three (3) years of related administrative or operational work experience required. Substitution: Additional education beyond a high school diploma may substitute for up to two years of required experience, at the rate of one year of experience is equivalent to two years of education.

Preferred Qualifications:

• Bachelor's degree preferred.
• Preferred Experience: 3-5+ years of experience in higher education or student services, with focus on graduate level academics.
• Leadership: Prior experience in a supervisory or leadership role is preferred.

Performance Expectations - Knowledge, Skills and Abilities:
Core Technical Skills

• Office Operations: Comprehensive knowledge of professional office practices and database management.
• Software Proficiency: Advanced working knowledge of standard computer applications and the ability to rapidly master new programs and institutional software (e.g., Workday, Banner, DegreeWorks and Project Concert).
• Event Management: Demonstrated skills in meeting management and special event planning.

Professional Competencies

• Project Management: Ability to independently drive assigned tasks and complex projects to completion with minimal oversight.
• Collaborative Leadership: Proven ability to contribute effectively to diverse workgroups and maintain professional relationships across various university departments.
• Ability to independently work on assigned tasks and special projects

Professionalism and Communication

• Institutional Representation: Represents the School of Nursing and the University with the highest standards of professionalism, integrity, and cultural responsiveness, consistently supporting the institution's missions and goals.
• Customer Service Excellence: Provides proactive, high-touch customer service to all internal and external constituents, including students, faculty, and clinical agencies.
• Strategic Coordination: Exercises sound judgment and advanced negotiation skills when coordinating between students, faculty, administrators and campus community.

Technical and Regulatory Expertise

• Regulatory Compliance: Maintains strict adherence to FERPA regulations and ethical practices regarding the confidentiality of student and faculty records.
• Program Knowledge: Possesses in-depth knowledge of University policies, Pre-licensure requirements, and Board of Registered Nursing (BRN) compliance standards.

Operational Leadership

• Self-Direction and Initiative: Demonstrates the ability to independently anticipate, initiate, and drive projects and administrative procedures to completion.
• Priority Management: Exhibits strong organizational and time management skills, successfully balancing multiple priorities in a fast paced environment.

Adaptability and Collaboration

• Versatility: Displays flexibility and patience when navigating evolving work situations, student requests, clinical agency changes.
• Collaborative Partnership: Works effectively as a team member with Program Director, faculty, and students to achieve MEPN program goals.

Posting Salary:
$24.39-$31.19 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: Additional Details:

Hours: 37.5 hours per week

Closing date: June 3, 2026

Note: External job postings will be up for at least three 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 a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/497316







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