Program Assistant
Program Assistant
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Job Description
Position Title & Department:
5297
The University of San Diegos Division of Professional and Continuing Education (PCE) offers a robust portfolio of courses and programs needed by aspiring professionals that evolve in response to their professional development in the fields of business education and health care.
PCE nurtures key partnerships on the local national and international level to better serve working professionals who seek to enhance or build their careers as well as with their employers to help achieve their highest value and potential.
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 full-time temporary benefit-based position with an anticipated end date of Dec 31 appointment is renewable at the discretion of the University dependent on performance and continued funding.
The Program Assistant provides support to all individuals seeking information enrollment and assistance with any course program and degree offered through Professional and Continuing Education. This position requires excellent communication skills for a fast-paced office environment that supports the enrollment and learning needs of students and prospective students. Must possess the ability to handle multiple tasks requests and web-based information tools in a calm and effective manner. This position requires a detail-oriented independent worker who has the ability to collaborate and contribute in a team environment. The Program Assistant will answer a busy multi-line telephone; take registrations for courses and other related items over the phone the Internet and in person. Other related duties may include: process registrations organize both incoming and outgoing mail process student transcript requests order office supplies provide administrative support for online degree programs and stock all office machines (fax copier and printers). Must have excellent spelling and grammar skills. The Program Assistant must have excellent customer service organizational and communication skills. Proven ability using computers for business applications including word-processing spreadsheets data management and administrative systems software. Customer/student support experience preferred.
Duties and Responsibilities:
Process daily enrollments student course requests and transcript requests:
- Enrolls or assists students to enroll in PCE courses via telephone and in person on a daily basis.
- Processes student requests for course transfers and drops which may include refund processing.
- Processes all transcript requests handles mail requests responsible for printing and mailing on a daily basis.
- Updates students personal information e.g. name address telephone social security number and email address to ensure current and accurate student records.
- Adds registrations to the enrollment system.
- Processes general information requests received via email telephone or in person. Replies to email requests with appropriate information or redirects as needed.
Customer service student support prospective student service general public communications:
- Answers incoming telephone calls including local long-distance and toll-free calls. This requires management of a multiline telephone system.
- Serves as front-line information center to respond to and service calls.
- Records and manages student communications in multiple web-based customer relationship and student information systems.
- Redirects calls to proper individuals if calls cannot be immediately serviced when answered.
- Checks and redirects voicemail. Returns calls for questions that can be addressed and handled by the Student Service Center.
- Handles confidential and sensitive information with discretion and tact.
- Responds to all inquiries (telephone Internet email walk-in) with courtesy tact and patience.
- Exhaust all avenues to properly respond to student prospective student other individual requests from general public about all courses programs and activities of Professional and Continuing Education
General Duties (as needed):
- Serves as office lead for ordering all supplies with university-approved vendors.
- Responsible for stocking all office machines including fax copiers and printers.
- Responsible for opening sorting and distributing all incoming office mail.
- Serves as division liaison with campus Mail Center.
- Updates and maintains some division mailing lists.
- Prints mailing address labels for use by instructors to mail brochures and flyers.
- Other duties as assigned.
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:
- Requires HS Diploma plus two years related experience. College education may substitute for experience at the rate of 2 years education 1 year experience. Minimum of one year in a position that required critical thinking and analytical skills required.
- At least 1 year experience in customer service.
- Excellent written and oral communication skills.
- Demonstrated ability to handle multiple tasks.
- Excellent attention to detail.
- Excellent customer service skills.
- Excellent organization skills.
- Excellent spelling and grammar skills.
- Demonstrated ability to use web-based student information and customer relationship management tools.
- Strong computer skills in word processing spreadsheet and data management
Preferred Qualifications:
- Bachelors degree is preferred
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Effectively respond to PCE calls and emails with information requested.
- Service student requests for enrollments transfers and drops.
- Process refunds transcripts and certificates.
- Manages multiple requests from a variety of communications channels.
- Maintains high levels of efficiency when using data systems and data formats.
- Develop a working knowledge and use of the student enrollment system(s) and the CRM system.
- Stay informed of continuing program and course developments within PCE.
- Collaborate and support other team members in assigned area.
$21.10 - $22.50; 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.
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
Hours: 37.5
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.
Full-Time
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