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Position Title & Department:
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Administrative Assistant; Undergraduate Admissions |
| Posting # |
5280
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| Department Description: |
Undergraduate Admissions celebrates innovative thinkers who are determined to create lasting change. Our students and faculty members embrace change and relish being part of a globally-minded community of scholars.
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| University Description: |
The University of San Diego, an engaged and contemporary 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.
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| 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.
Duties and Responsibilities:
Answering and screening incoming calls for the call center:
- Request and provide information to all external and internal constituents
- Transfer 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
Special Conditions of Employment:
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.
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| Job Requirements: |
Minimum Qualifications:
- High School diploma required
- Minimum one year of multi-line telephone systems experience is required
Preferred Qualifications:
- Bachelors degree preferred
Performance Expectations - Knowledge, Skills and Abilities:
This role requires superb customer service, public relations skills, and excellent phone manners especially the ability to request and provide information in a friendly, courteous, and professional manner. The administrative assistant must also possess the ability to handle multiple and shifting priorities and be comfortable working independently in a fast paced environment. Strong verbal and written communication skills as well as experience with Microsoft Office software, G(Google) suite, database systems, email, and computers are required. The administrative assistant must also possess the ability to work with other staff members as part of a team.
- Familiarity with multi-line telephone systems
- 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.
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| Posting Salary: |
$19.17 - $22.17 per hour; 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 salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.
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| Special Application Instructions: |
Resume and Cover Letter Required
Click the 'Apply Now' button 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 jobs@sandiego.edu.
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| Additional Details: |
Hours: 37.5 hours per week
Closing date: July 9, 2025
Note: External job postings will be up for at least three 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 a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.
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