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The University of San Diego is a Catholic institution of higher learning committed to teaching, the liberal arts, the formation of values and the creation of ethical leaders. Chartered in 1949, the school enrolls approximately 8,300 undergraduate and g...
University of San Diego
Executive Assistant IOctober 2015 - PresentMaintain and report on non-discretionary and discretionary accounts, tracking separate projects as needed. Manage, allocate, and reconcile departmental and grant accounts that support significant project activities with the office. Monitor all department expenditures; reconcile monthly expenses, determine budget needs and create budget transfers via journal entries to re-allocate expenses charged to the incorrect budget or budget line. Resolve invoice and accounting problems and ensure the accuracy of all budget transactions for multiple accounts. Request, prepare, and route all forms needed for budgetary approval signatures (invoices, travel and entertainment expense reports, One Card transaction logs, petty cash, and journal entries); prepare and renew service contracts where appropriate. Develop detailed monthly financial reports, forecast future office projections and needs, and advise the director on current budget status. Process and manage Faculty and Student Stipends.Plan and coordinate all aspects of the planning process for the annual Creative Collaborations undergraduate research conference such as: catering, poster printing and poster design workshops, etc.Track event attendance, update spreadsheets and rosters, create and distribute event reports; submit catering markers; create name tags; distribute tickets and event recognition posters; and other related event production duties. Plan and coordinate Summer Scholars networking/team building events. Manage application/nomination and selection processes of multiple grant funded programs. Coordinate with many departments at USD to provide parking services, housing and access for USD and non-USD Summer Research Scholars. Track all Summer Research Scholar paperwork which includes agreement forms, CITI training, W9 forms, and profiles.
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