Admission Services Assistant

As a member of the Office of Graduate Admissions staff, the Admission Services Assistant provides a vital link between graduate applicants and USD’s graduate programs. Under the direction of the Director of Graduate Admissions, this position will contribute to graduate admissions operations in seven main areas:

• Manage all aspects of the application process from initial application to decision and/or enrollment deposit.
• Assist and communicate with applicants one-on-one throughout the admission process.
  Work closely with administrators and faculty within graduate departments.
• Manage the distribution of admission decisions and merit scholarship documentation to applicants.
• Providing support for the reception area by answering phone calls, answering emails from greeting visitors.
• Occasionally represent the office at Program and/or Department events
• Oversee application process, including significant testing, and providing technical support for the graduate admissions office.

Essential Duties and Responsibilities
Operations

• Responsible for the data management of application information from the point an applicant starts an application, admission committee provides an admission decision, and the student submits the enrollment deposit.
• Understands appropriate Banner coding for applicants, schools and programs.
• Creates program-specific admission decision and merit award letters to applicants.
• Tracks and processes admission responses and enrollment confirmation deposits.
• Electronically organizes, images, and indexes transcripts, statements, standardized score reports, evaluations and other supplemental materials.
• Performs data maintenance (keeping electronic student records orderly)
• Corresponds with applicants concerning problematic and/or incomplete information found in applicant files
• Ability to work from multiple, system-generated reports

Communicate with campus and outside communities

• Communicates with prospective applicants and/or applicants in-person, by email and by phone, about status of their application, how to access the mysandiego.edu portal and assisting with any other applicant issues as best as possible
• Responds to a high volume of email correspondence from internal and external constituents including applicants, students, administrators and faculty
• Works with administrators and faculty members to answer a variety of questions about application materials, applicant status
• Provide support for reception area with answering phone calls and greeting campus visitors
• Participate in some open house events for respective colleges/programs

Technology

• Tests new technology as well as standard software functions after system upgrades
• Learn and implement new technology as needed
• Attends IT and vendor offered trainings
• Troubleshoot IT issues on a frequent basis
• Assists with documenting changes resulting from new technology
• Participates and occasionally takes the lead on IT projects as needed

Special Conditions of Employment:

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.

Minimum and Preferred Qualifications
Education

• High School diploma; Bachelor’s degree preferred.

Experience:

• 2 to 3 years of progressively responsible administrative/operations experience. Two years of college education may substitute for up to one year of the required experience.
• Excellent customer service & computer technical skills required; high level of accuracy is expected.
• Experience with working in a college environment strongly recommended.
• Must possess strong, effective and sharp analytical, time management and organizational skills with the ability to prioritize workload effectively.

Performance Expectations: Knowledge, Skills and Abilities

• Ability to communicate professionally with several different groups; applicants, students, faculty, staff and administrators, by phone, email and in-person.
• Must be fluent in word processing, database and spreadsheet software, including Microsoft Office applications, CRM systems, and student information systems
• Advanced Internet and email skills. Experience using Banner, imaging software, and Liaison products preferred.
• Must have the aptitude to adjust and master changing technology.
  Ability to use software and implement programs to create, accommodate and enhance existing databases, spreadsheets, and tracking systems.
• Required to maintain confidentiality.

Commensurate with experience; Excellent Benefits

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a retirement contribution given to you by the University (with three year vesting period), 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.