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Assistant Director of Academic Services

Apply now Posting #: 4458
Position Status: Full-time regular
Location: San Diego
Position Type: Administrator, Athletics

Position Title & Department:

 Assistant Director of Academic Services; Athletics
Posting #

4458

Department Description:

As part of the University of San Diego, a Roman Catholic University, the Department of Intercollegiate Athletics is committed to advancing academic and athletic excellence and enhancing students' lives while promoting the University of San Diego.

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:

This recruitment is open to current University of San Diego employees only. Only current USD employees are eligible to apply and be considered for this position.

The Assistant Director of Academic Services provides academic counseling and executes the daily operations and functions of athletic academic support, tutoring services and study hall for scholar athletes at the University of San Diego.

Provides support for the academic and athletic pursuits of scholar-athletes while promoting intellectual growth, full freedom of choice and decision, realistic self-appraisal, self-reliance, healthy behaviors, responsibility, accountability, integrity, and achievement of personal and educational goals. The Assistant Director will also serve as an academic counselor for designated teams.

Duties and Responsibilities:

Academic Counseling – Teams to be Determined 

  • Provides one-on-one academic counseling. Counsel students on academically related matters to include degree planning and satisfactory progress, selection of major(s) and minor(s), fulfillment of core and major requirements, course scheduling and sequencing, and arranging appropriate academic timelines leading to graduation
  • Serves as principal contact for all scholar athletes in assigned sports as it pertains to academics; maintains accurate and up to date academic records and graduation plans
  • Monitors academic progress of scholar athletes from assigned sports through in-person contact, telephone or text message communication and/or routine contact with faculty
  • •Works in conjunction with the Registrar's Office and Compliance to certify the continuing eligibility of all scholar athletes from assigned sports
  • If the eligibility status of a scholar athlete changes at any time, notify Compliance, the Sport Facilitator, the head coach and the scholar athlete immediately
  • Assesses scholar athlete academic performance, progress toward degree, time management, goal setting, learning and study strategies, test taking, note taking, and other skills necessary for academic success
  • Recognizes academic struggles, personal challenges, and cultivates change and desirable outcomes
  • Meets weekly with designated athletes from assigned sports regarding course expectations outlined in syllabus, academic progress in each class, including performance on assignments, quizzes, tests, papers, projects, class attendance, etcetera; develop plans to foster individual potential and success
  • Coordinates periodic academic progress reports and grade checks each semester at the five and twelve week mark for prospective scholar athletes from assigned sports
  • Routinely communicates with head coach and/or coaching staff to share information regarding the academic performance and associated behaviors of scholar athletes – including expectations and accountability plans
  • Reviews class schedules at the conclusion of each semester to verify registration status and enrollment in degree applicable units
  • Communicates with sport facilitators and head coaches regarding student athletes’ progress toward degree to ensure that scholarship student athletes complete their degrees within four years or within eligibility.
  • Participates in the recruiting process by meeting with prospective scholar athletes from assigned sports
  • Makes referrals to other campus offices and departments (Center for Student Success, Center for Health and Wellness Promotion, Counseling Center, International Center, Dean’s Office, etc.) as appropriate
  • Collaborates with the Athletic Academic Support Staff to ensure a comprehensive understanding and ability to administer all aspects of each other’s teams and assist when necessary

Academic Services 

  • Introduces academic resources and services, shared information related to academic support to scholar athletes at annual orientation, eligibility and compliance meetings
  • Coordinates the tutoring program, including the recruitment, hiring, training, and evaluation of tutors. Works in conjunction with human resources and departments on campus to meet the tutoring needs of athletes
  • Instructs and directs tutors and student workers to ensure the implementation of best practice methodologies as it relates to tutoring, study hall and academic support.
  • Verify that tutors complete Tutor Essential Training courses as well as adhere to all tutoring guidelines to help ensure academic integrity
  • Handles tutor requests, tracks tutor usage, reviews and approves tutoring hours worked for payment
  • Oversee study hall and monitor attendance for all sports. Prepare weekly study hall hours/reports for coaches, sport facilitators and academic staff
  • Coordinates travel letters for all sports and scholar athletes who miss class due to competition or travel related to competition, an authorized University activity
  • Each semester provides list of scholar-athletes who receive required books as part of athletic aid; collects book returns and arranges sell back to book vendor
  • Updates athletic academic support services and information on the website
  • Maintains supplies and equipment in the computer lab of the Academic Support Center

Other Duties/Responsibilities 

  • Personally attend, coordinate the participation and transportation of teams to the Annual Martin Luther King Jr. Day Parade as well as featured speaker or education prior to the event (if applicable)
  • Assist with the collection of information related to career outcomes and campus integration for assigned sports
  • Celebrates scholar athlete accomplishments, acknowledges successes and personal triumphs, recommends scholar athletes for scholarships and awards
  • Handles the nomination process and completes nomination forms for assigned individuals/teams for university, conference and NCAA academic honors, scholar athlete recognition, postgraduate scholarships, internships, etc.
  • Maintains thorough knowledge of and adheres to all University of San Diego, West Coast Conference, Pioneer Football League and NCAA rules and regulations
  • Completes required annual USD Compliance Training (Title IX of the Education Amendments Act of 1972 and Workplace Harassment Training) in a timely manner
  • Seeks interpretations from the compliance staff before acting when necessary; reports potential rules violations immediately; and monitors all areas and/or programs activities closely to maintain compliance with applicable rules and regulations
  • Assists with other duties/projects, as assigned

Special Conditions of Employment:

  • Ability to work nights and weekends are required
  • Ability to work all year round and some holidays as required
  • Ability to travel with teams when required
  • Successful completion of required background checks

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:

  • Bachelor’s Degree required

Preferred Qualifications:

  • Two year’s experience working in an intercollegiate athletic department or advising/counseling students in higher education or related field, preferred
  • Competitive experience at the collegiate level, preferred
  • Knowledge of NCAA Division I academic eligibility rules, preferred

Performance Expectations: Knowledge, SKills and Abilities

  • Ability to counsel students in decision-making processes related to goal setting.
  • Interpersonal skills to work effectively with scholar-athletes and make appropriate referrals to campus resources and services
  • Must be able to work in time sensitive, fast-paced and demanding environment
  • Ability to manage a high volume of workload
  • Experience in both short and long-range planning with an attention to detail
  • Excellent presentation, oral communication and writing skills
  • Ability to coordinate activities and events either individually, as part of a team or in collaboration with other departments
  • Ability to think critically in order to methodically, strategically, and collaboratively make decisions, solve problems, and foster innovation
  • Ability to learn and navigate University software (e.g., Banner, Degree Works, Salesforce, SAP Concur, Workday, etc.)
  • Proficient with word processing and spreadsheet software programs
  • Experience in a supervisory role

Certificates, License and Registrations:

  • Heartsaver CPR /AED certification required. Must have this certificate within 6 weeks of employment
  • California driver’s license required within 6 weeks of employment
Posting Salary:

$5,373.34 - $5,867.91 per month ; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, 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

The range provided in this job posting is the full range of the position grade and not necessarily reflective of actual compensation that may be offered or earned, nor a promise of any specific pay for any specific employee, which is always dependent on actual experience, education and other factors including departmental budget.

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 Standard Time
Applications close:

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Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf. This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at clery@sandiego.edu, by calling (619) 260-4768, or in-person in the Hughes Administration Center, room 150.