Administrative Assistant

As a member of the reception staff the administrative assistant provides a vital link in USDs 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.

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 andAbilities:

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.

Resume and Cover Letter Required

Hours: 37.5 hours per week

Closing date: July 9 2025