Executive Assistant 1 Temporary
Executive Assistant 1 Temporary
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Job Description
Position Title & Department:
5198
USD School of Law is one of the 84 law schools elected to the Order of the Coif a national honor society for law school graduates. The law schools faculty is a strong group of outstanding scholars and teachers with national and international reputations and currently ranks in the top 20 36th out of 204 among U.S. law schools in scholarly impact according to a 2018 study. The school is accredited by the American Bar Association and is a member of the Association of American Law Schools. Founded in 1954 the law school is part of the University of San Diego a private independent Roman Catholic university chartered in 1949.
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 humanitys urgent challenges.
This is a fulltime temporary benefitbased position with an anticipated end date of June 30 2025.The appointment is renewable at the discretion of the University and dependent upon performance and continued funding.
The Executive Assistant 1 (EA1 position works as part of an 8member team. The individual is responsible for incoming inquiries and follow up communications related to the admissions and financial aid process including the indexing of incoming applicant records. The person coordinates the shipment of materials to recruitment events and maintenance of the admissions/financial aid webpage and social media accounts. The individual must possess excellent customer service skills and ability to communicate with the public in an informative and professional manner. In addition the position provides support to the Admissions and Financial Aid staff as well as to the Assistant Dean Director of Admissions and Director of Financial Aid.
Duties and Responsibilities:
Internal operations:
- The Executive Assistant 1 is responsible for the handling and recording of admission application fees as well as 1st and 2nd deposits totaling over $400000. The position is one of the 2 persons in the office trained by the Universitys Accounting Office on the management of deposit checks. This requires a high level of detailoriented procedures in order to accurately record fees and deposits into Banner and Unite databases as well as the accurate completion of bursar forms.
- Responsible for assisting in the coordination of law school tours campus information sessions and campus visits events. This requires careful coordination and direction of students tour guides to ensure the scheduling of events is successful. When necessary this person must serve as a tour guide. This requires the ability to speak in front of large groups from diverse backgrounds. In addition this person must ensure that the tour scheduling is updated on the web as well as any law school publications.
- Responsible for the processing of all incoming applications for the JD Program; prescreens eligibility of applicants; review applications for completeness; enters applicant information into Unite database. Coordinates imaging of admission documents.
- Continuously updates and maintains academic information in student files; CAS reports letters of recommendation address changes personal statements letters of admission committee and academic transcripts. Contacts applicants regarding missing documentation.
- Assists with the administration of the Keep Em Sold campaign during the admissions period. This entails the coordination of mailing and emailing marketing pieces to all admitted students between the periods of January and August. The project requires a high level of attention to detail and organization. Among the many pieces distributed one of the letters emailed is sent on behalf of the Dean of the Law School. In addition some pieces mention admission to the Law School so a high degree of attention is required so the right group is targeted.
- Responsible for the monitoring of admissions and financial aid email accounts as well as voice mails. Ensures that messages are answered in a timely manner.
- Responsible for maintenance of the Admissions and Financial Aid Offices social media accounts
- Assists in the training of work study students and temporary employees.
- Assists the Admissions and Financial Aid Office with editing and updating brochures forms and websites.
- Sorts distributes and coordinates mailings for the Admissions and Financial Aid Office.
- Performs other duties as assigned.
Student Advising and Recruitment:
- Communicates with prospective and admitted students by phone and through email
- Assists in the coordination of campus events such as Campus Visit Days AlumniAdmitted Student Receptions Admitted Student Summer Workshop etc.
- Provides support to the Office of Financial Aid; assists with phone calls answers general questions about law school financial aid programs and application procedures.
- As the first point of contact with prospective applicants this person counsels applicants on the law school application and admissions criteria this includes providing information on USD Law programs course offerings scholarship opportunities and the general application process.
Special Conditions of Employment:
Background check: Successful completion of a preemployment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Minimum Qualifications:
- High school diploma required.
- Minimum of 3 years of work experience in a position that requires critical thinking and analytical skills.
Preferred Qualifications:
- A Bachelors Degree is preferred.
- Fluency in Spanish preferred.
- Preferred knowledge of admission and financial aid information and procedures.
- Preferred knowledge of Banner Student System and ACES2 or Unite or otherCRM comparable systems.
Performance Expectations Knowledge Skills andAbilities:
- Knowledge of and willingness to learn and work with technology; specifically word processing environments internet navigation databases and email correspondence.
- Must be accurate pay attention to details meet deadlines complete projects as assigned and have the ability to follow through.
- Must be able to prioritize projects and tasks effectively.
- Must be able to work independently while also being able to work collaboratively.
- Must be to anticipate potential issues with software deadlines etc. and proactively engage in problem solving.
- Must be able to work with other department staff and supervisors.
- Must have excellent written and oral communication skills.
- Must be an excellent public speaker and effectively present to small and large groups.
- Must be flexible to accommodate heavy workload demands.
- Proficient in MS Office software specifically Word Excel and GMAIL including the ability to conduct mail merges using Excel Word and GMAIL.
$26.50 $26.72 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 oncampus 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.
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
Hours: 37.5 hours per week
Closing date:Open until filled
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 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 tobaccofree campus. For more information visit www.sandiego/smokefree.
Employment Type
Full-Time
