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Executive Assistant I - Catalog and Academic Calendars

Apply now Posting #: 4202
Position Status: Part-time regular
Location: San Diego
Position Type: Staff, Office of the Registrar

Position Title & Department:

 Executive Assistant I - Catalog and Academic Calendars; Registrar
Posting #


Department Description:

The Office of the Registrar safeguards the integrity of student academic records through careful oversight of student information systems and official records; ensures excellence in university curriculum management, performs accurate degree audits in a timely manner, and supports student achievement through service endeavors.


To ensure excellence in fulfilling its core responsibilities of:

  • Maintaining the accuracy and security of student records
  • Maintains university curriculum and serves as the central office for the course approval process
  • Provides the final degree review of undergraduate and graduate students
  • Providing an impartial application of policies governing grading, registration, and graduation
  • Supporting student success   

How do we do this?

  •  By ensuring consistent and regular training in federal FERPA regulations and following best practice records guidelines
  •  By utilizing innovative technology to meet the needs of administrative and academic departments
  • By leveraging technology to provide consistent and accurate degree audits
  • By having a deep understanding of current governing policies and the implications they may have on student and academic success
  • By fostering a culture of care that recognizes the importance and unique needs of each individual we serve
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 Executive Assistant I - Catalog and Academic Calendars (EAI), is a part-time position and works under the direction of the Associate Registrar – Technology and Reporting. The EAI supports the production of the university’s course catalog and the academic calendars using CourseLeaf Course Information Management/Catalog (CIM/CAT) including creation of calendar tables and continuous edits and updates of both the catalog and calendar throughout the year. The EAI collaborates with campus departments to ensure accuracy of calendar dates, program updates, provide support, and published catalog information. The EAI collaborates with the Registrar, Associate Registrar, Provost’s Office, and IT, to ensure timely execution of catalog and calendar deadlines. The EAI serves as a source of information to CIM/CAT system end-users and provides support when needed. The EAI assists the Registrar and Associate Registrar run reports using Cognos and Salesforce, may create ad hoc reports upon request and other reporting duties as assigned. The EAI provides backup support for transcripts, graduate records, enrollment verifications, phones, Salesforce cases, and other administrative duties as assigned. 

Duties and Responsibilities: 

Catalog and Academic Calendar

  • Under the direction of the Associate Registrar, EAI is responsible for all aspects of the catalog publication and academic calendar using CourseLeaf’s Course Information Management/Catalog (CIM/CAT) tool.
  • Process daily requests through the CIM/CAT catalog platform workflow. Reconcile entries between CIM/CAT and Banner sync. Daily check of discrepancy report and updates systems. All updates must be made by the early March deadline each year.
  • Edit content for catalog publishing. Content with typos and grammatical errors should be sent back to submitter to correct before proceeding.
  • Troubleshoot sync issues working with IT and vendor as needed.
  • Provides support for content management: update tables, add components, and assets for endusers’ pages.
  • Collect calendar dates from Office of the Registrar, Graduate Records, Student Accounts, Office of Financial Aid, and other various stakeholders to produce the undergraduate and graduate academic calendars. Check dates provided against a yearly calendar to ensure that they are accurate.
  • Responsible for creating yearly academic calendars using CourseLeaf: build tables, data fields, and enter all dates.
  • Continuous management of calendar dates and content: respond to update requests and make edits as needed.
  • Sit on the Academic Calendar Committee; provides input and historical calendar data.


  • Assist Associate Registrar run reports using Cognos and Salesforce. Provide reports to stakeholders (i.e., College of Arts & Sciences, School of Business, School of Engineering, etc).
  • Triage requests for data to Associate Registrar; determine if report can be run using pre-set parameters reports or if a new report is necessary. Building of new reports is the responsibility of the Associate Registrar.

Office and Team Assistance

  • Provide backup support for transcripts, enrollment verifications, phones, Salesforce cases, graduate records and other administrative duties as assigned. This position is required to work commencement related activities (Grad Fest events and commencement). 

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:

Minimum Qualifications:

  • Minimum of high school diploma is required. A college degree is preferred. 
  • 3-5 years of related experience, preferably in a college-level Registrar’s Office or academic environment. College education may substitute for required work experience at the rate of two years of college equals one year of work experience.
  • Minimum of one year using a content management system to create calendars, catalogs, and web content, preferred.
  • Familiarity with the cycle of college-level academic calendars, the semester system, or quarter system, preferred.
  • Minimum of one year data entry experience with a high-level of accuracy, required.
  • Minimum of one year experience using Microsoft Word and Excel, required.
  • Minimum of one year using reporting software (i.e. Cognos, Access, Tableau, Salesforce), preferred.
  • Experience using Adobe Suite to edit forms and create documents, preferred.
  • Basic knowledge of student information systems (SIS) like Banner or People Soft, preferred.
Performance Expectations: Knowledge, Skills and Abilities:
  • Excellent attention-to-detail and organizational skills.
  • Self-motivated, a self-starter.
  • Strong verbal and written communication skills to effectively communicate with faculty, administrators, staff, students and partner institutions. Ability to work with people at all levels.
  • Ability to balance a variety of tasks and demands. Meet deadlines under pressure, often with competing deadlines.
  • Judgment skills needed on when to act or consult with others.
  • Ability to complete work within a timely manner and meet hard deadlines. 
Posting Salary:

$19.00 per hour

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: 20 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.