Executive Assistant to Associate Dean and DBA Program Director (44483)

Position Title: Executive Assistant to Associate Dean and DBA Program Director

Department Name: GGU Worldwide

Position Reports To: Associate Director of Administration and Partner Support, GGU WW

FLSA STATUS: Hourly, Non-Exempt, Part-time

Hourly Rate: $19.18

Benefits: Limited University’s benefits

BASIC FUNCTION AND SCOPE:

The Executive Assistant (part-time) assists in providing timely and high quality administrative, academic, and operational support to the Associate Dean and concurrent DBA Program Director. The role assists in coordinating daily operations for global DBA partnerships and other initiatives while supporting cross-departmental collaboration. The position supports efficient program implementation, compliance, academic quality standards, and student-centered service across departments and time zones in alignment with GGU Worldwide’s strategic goals.

ESSENTIAL FUNCTIONS:

• Provides executive and administrative support to the Associate Dean and concurrent DBA Program Director, including managing and synchronizing calendars, meetings, appointments, and program events.
• Supports the DBA program with course scheduling, syllabi coordination, instructor communication, student evaluations, timesheet processing, academic record maintenance, and course oversight.
• Assists in coordinating faculty onboarding processes, including preparation of DBA appointment letters, coordination with HR, IT system access setup, and facilitation of library and academic resource access.
• Assists in supporting DBA dissertation administrative processes, including maintaining the Defense Tracker, coordinating Research Proposal approvals, IRB approvals, and ProQuest submission requests.
• Assists in serving as a point of contact for DBA students attending in-person sessions, including room reservations and preparation of student support letters.
• Assists in reviewing and processing timesheets and responding to inquiries for DBA Designated Dissertation Readers (DDDRs) and adjunct faculty.
• Assists in monitoring DBA adjunct faculty working-hour caps to support compliance with state and federal regulations.
• Collaborates with partners in monitoring and tracking DBA student grievances and appeals in accordance with university policies.
• Performs other duties as assigned to support departmental goals and the overall efficiency of the GGU Worldwide team.

QUALIFICATIONS:

• Education requirement:
  • Bachelor's degree; Master’s degree a plus
• Years of experience:
  • Two to five years’ experience in academic program support role or similar is preferred.
• Knowledge of:
  • Proficiency in English
  • Curriculog, Salesforce, Colleague, and Smartsheet are preferred but not required.
  • AI tools is preferred but not required.
• Direct job-related requirements:
  • CRM learning management system
  • High level of proficiency with modern office practices, procedures, equipment, and software, including Microsoft Office Suite, Zoom, MS Teams and other office technology. 

• Skills and abilities:
  • Ability to work on-site at the San Francisco, California campus.
  • Ability to work off-site activities including but not limited to immersions, study tours, community events.
  • Strong interpersonal and bilingual skills with the ability to maintain positive and professional relationships with students, faculty, staff, and partners.
  • Ability to work in a multicultural, diverse, and inclusive environment.
  • Excellent interpersonal, administrative, communication, and organizational skills.
  • Outstanding command of the English language in written and verbal forms.
  • Excellent project management skills, including ability to simultaneously manage several projects and activities, as well as use AI tools.
  • Work effectively both as a leader and as a team member to support departmental goals, providing assistance across programs while consistently prioritizing the best interests of students and graduates.

Supplemental Information

To apply: Please go to http://www.ggu.edu/jobs to submit an application, letter of interest, and a resume.

In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third-party background check.

Golden Gate University is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

University policy prohibits discrimination based on race, color, religion/creed, national origin, ancestry, age, sex/gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, gender expression, military or veteran status, taking a protected leave (e.g., family medical or pregnancy leave), or on any other basis protected by applicable laws.

The University has a strong commitment to the principles of diversity and inclusion, and to maintaining working and learning environments that reinforces these practices. The University welcomes and encourages applications from all demographics.