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 eve