Program Assistant

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.
• Orders appropriate supplies as needed.
• 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.

Other 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.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit 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 Qualifications:

• Requires High school diploma plus two years related experience. A Bachelor’s degree is preferred; college education may substitute for up to one year of work experience 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.

$20.75 - $22.50 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.

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 jobs@sandiego.edu.