Job Details

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University of San Diego
  • Position Number: 1275286
  • Location: San Diego, CA
  • Position Type: Other Administrative Positions


Administrative Assistant 1, Undergraduate Admissions

Department Description:

The University of San Diego, a contemporary and engaged Roman 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 humanitys urgent challenges.


Detailed Description:

As a member of the reception staff, the administrative assistant provides a vital link in USD's admissions process. Under the direction of the Associate Director of Operations, the administrative assistant will contribute in three main areas: (1) answering and screening incoming calls for the call center; (2) scheduling visitors for campus tours, special group tours or appointments with admissions staff; (3) assisting with incoming and outgoing admission mail and correspondence. Immediate supervision is from the Associate Director of Operations. Additional direction and supervision is provided by the Data Processing Supervisor.

Duties and Responsibilities

Answering and screening incoming calls for the call center
  • Request and provide information to all external and internal constituents.
  • Transferring of calls to appropriate staff and departments.
  • Data entry of provided information into the database for both inquiries and applicants

Scheduling of campus tours and appointments
  • Scheduling campus tours, special group tours, and appointment requests provided from all constituents via email, fax or phone.
  • Following up with those who sign up for campus tours, special group tours, events, and appointments as needed via email, fax, or phone.
  • Data entry of campus tours, special group tours, appointments, and event information into appropriate software applications

Mail Processing
  • Opening and sorting of mail
  • Distributing mail to staff members
  • Organizing credentials and other documents
  • Assisting with inquiry, applicant, and school personnel correspondence

Other special projects as needed
  • Testing technology features and marketing materials, especially as they relate to the applicant experience (e.g., MySanDiego portal, event registration pages, etc.)
  • Providing support for the front desk by assisting and greeting visitors
  • Participate in on-campus events


Job Requirements:

Minimum and Qualifications:
  • Education: High School diploma; Bachelors degree preferred
  • Experience: Multi-line telephone systems experience is required

Performance Expectations: Knowledge, Skills, and Abilities
  • Excellent organizational skills, attention to detail and the ability to use discretion when working with confidential materials
  • Strong work ethic
  • Capable of collaborating with multiple individuals as a member of the Admissions team
  • Must be reliable and able to keep regularly scheduled working hours. Some evenings and/or weekends may be required.
  • Knowledge of database systems, Microsoft Office applications, G suite (Google Drive, Mail, Docs, Sheets, etc.), and the web is desirable.

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.


Posting Salary:

Salary: $15.00 -$17.50 per hour; Excellent Benefits.

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), 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


Special Application Instructions

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu


Additional Details:

Hours: 40 hours per week

Closing date: August 23, 2018

Note: External job postings will be up for at least five 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 an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.


To apply, visit http://jobs.sandiego.edu/cw/en-us/job/492334/administrative-assistant-1-undergraduate-admissions





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