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Assistant Director

Apply now Posting #: 3909
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, Office of Admissions

Position Title & Department:

 Assistant Director; Graduate Admissions
Posting #


Department Description:

The Office of Graduate Admissions provides a vital link between graduate applicants and USD’s graduate programs.

University 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 humanity’s urgent challenges.

Detailed Description:


The Assistant Director in the Office of Graduate Admissions at the University of San Diego will assist the Director in managing the Office of Graduate Admissions. This position collaborates with 6 other admission offices and departments to ensure enrollment goals and service expectations are met. The Assistant Director will provide general oversight for office operations, manage a variety of complex technical projects and serve as the main point of contact for graduate international student admission. Responsibilities include assist in managing office staff, participate in the development of admission policies and procedures, and serves as the Designated School Official (DSO) for graduate applicants across 6 schools and one college, and therefore works closely with the Office of International Students and Scholars. This position is responsible for issuing all I-20’s at the graduate level. The Assistant Director also represents USD on the California Forum for Diversity in Graduate Education. Other duties as assigned.

Duties and Responsibilities

Manage /Provide Supervision for Graduate Admission Office

  • In assistance with the Director, manages daily graduate admission office operations
  • Provides direction to the staff on multiple and ongoing projects. Participate in and occasionally runs weekly office meetings. Serves as the first point of contact for staff questions
  • Enforces graduate admission policy and procedures and helps ensure compliance with FERPA related issues
  • Actively participates in campus-wide enrollment management meetings. Serves on committees as needed
  • Performs additional administrative duties as assigned, which require technical competencies on: student information system, imaging system, CRM system, application systems, database management and web design
  • Co-leads annual application edits project with graduate departments
  • Assist Director in the launch of new graduate programs
  • In collaboration with the Director, periodically evaluate and develop office policies and procedures
  • In collaboration with staff, evaluates and recommends process improvement solutions
  • Hire and supervise Federal Work Study (FWS) Student Assistants. Serves as supervising manager for office in Director’s absence

Serve as Graduate Designated School Official (DSO)

  • Work with all graduate international students from the point they are admitted to USD, to the time they arrive in the US, in conjunction with the Office of International Students and Scholars and the academic departments
  • Ensures international applicants have met university admission requirements, regularly reviewing admission application materials
  • Maintain and update a list of program start/end dates, orientations, exceptions, SEVIS codes, and master estimate of expenses list for each graduate program that admits international students
  • Issue I-20’s to graduate students, and additional I-20’s to family members as needed. Issue new I-20’s to international students in dual-degree programs, current USD undergrads entering a graduate program and transfer students
  • Identify when an applicant should have a J visa, and make sure OISS has the documentation needed to issue the DS-2019
  • Regularly assist and advise departments with questions from students in the US on working or dependent visas, or other admission requirements/issues that are unique to international students. This includes taking over conversations on behalf of the department to work on immigration issues with prospective students
  • Become a member of NAFSA and attend yearly conference

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.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. 

Job Requirements:


  • Bachelor’s degree required. Advanced degree preferred
  • Minimum three years of experience in higher education, admission experience preferred
  • Highly organized and detail oriented
  • Ability to deal in an effective and positive manner with a with all audiences
  • Experience with student information systems, CRM experience preferred
  • Background knowledge regarding the admission process, financial aid, graduate school programs and opportunities, etc.
  • Ability work independently without direct supervision
  • Excellent public speaking and interpersonal communication skills
  • Experience as a DSO or with SEVIS preferred
Posting Salary:

Commensurate with experience; Excellent Benefits 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 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:

Resume and Cover Letter Required

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: 37.5 hours per week

Closing date: Open until filled

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.

Advertised: Pacific Daylight Time
Applications close:

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.