Executive Assistant – Athletics

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.