Executive Assistant, JD Admissions & Financial Aid

University of San Diego; San Diego (CA); On-site; USD 36,000 - 37,000; Full time

Benefits offered by this job

Excellent Benefits

Job summary

USD School of Law is seeking an Executive Assistant for JD Admissions & Financial Aid in San Diego. The role supports the Office of Admissions and Financial Aid, handles inquiries, and coordinates materials for recruitment events.

You will work with Banner/Unite systems, maintain student records, and assist with communications, marketing pieces, and training of staff. This is a full-time temporary position with benefits.

Qualifications

• High school diploma required.
• Bachelor’s degree preferred.
• 2–3 years of work experience with critical thinking and analytical skills.
• Spanish-speaking preferred but not required.

Responsibilities

• Handle and record deposits and manage check processing with high attention to detail.
• Coordinate law school tours, campus information sessions, and visits; may serve as a tour guide.
• Process all JD program applications; prescreen eligibility and enter data into Unite.
• Maintain and update academic information in student files; manage CAS reports and transcripts.
• Monitor admissions and financial aid emails and voicemails; respond promptly.

Skills

Public speaking

Customer service

Communication

Attention to detail

Education

High school diploma

Bachelor’s degree (preferred)

Tools

Banner Student System

Unite CRM

MS Word

MS Excel

Gmail

Google Suite

Job description

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Executive Assistant, JD Admissions & Financial Aid

Posting #: 5713
Position Status: Full-time temporary
Location: San Diego
Position Type: Staff, School of Law

Executive Assistant, JD Admissions & Financial Aid; School of Law

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 school's 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 humanity’s urgent challenges .

This is a full-time, temporary, benefit-based position with an anticipated end date of June 30, 2027.The appointment is renewable at the discretion of the University and dependent upon performance and continued funding.

The Executive Assistant position works as part of a 7-member team. This position 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 Executive Assistant coordinates the shipment of materials to recruitment events and maintenance of the admissions/financial aid webpage. The incumbent must possess excellent customer service skills and the 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, Associate Director and Assistant Directors.

Duties and Responsibilities:

• The Executive Assistant is responsible for the handling and recording of 1st and 2nd deposits totaling over $400,000. The position is one of the 2 roles in the office trained by the University’s Accounting Office on the management of check deposits. These responsibilities involve a high level of detail-oriented procedures in order to accurately record fees 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 position will serve as a tour guide which requires the ability to speak in front of large groups from a variety of backgrounds. In addition, this position 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 Unite database reporting regarding critical application volume and admitted student data.
• 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 voicemails. Ensures that messages are answered in a timely manner.
• Assists in maintaining the Admissions and Financial Aid Office’s 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.
• Interprets and translates financial aid information for Spanish-speaking applicants and students e.g. online and in-person LLM students – applicable for Spanish-speaking hire.
• Performs other duties as assigned.

StudentAdvising and Recruitment Support:

• Communicates with prospective and admitted students by phone and through e-mail.
• Assists in the coordination of campus events such as Campus Visit Days, Alumni-Admitted 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.

Certificates, Licenses, Registrations:

• FERPA Certification

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.

Job Requirements:

Minimum Qualifications:

• High school diploma required.

Preferred Qualifications:

• A bachelor’s degree is preferred.
• Preferred minimum of 2-3 years of work experience in a position that requires critical thinking and analytical skills.
• Spanish-speaking preferred but not required.

Performance Expectations- Knowledge, Skills andAbilities:

• Knowledge of and willingness to learn and work with technology; specifically Word processing environments, internet navigation, databases, and e-mail correspondence.
• Preferred knowledge of admission and financial aid information and procedures.
• Preferred knowledge of Banner Student System and/ or Unite or other CRM comparable systems.
• Must be accurate and possess strong attention to details
• Must be able to meet deadlines, complete projects as assigned and follow through.
• Must be able to prioritize projects and tasks effectively.
• Must be able to work independently while also being able to work collaboratively as a member of a team.
• Must be able to anticipate potential issues with software, deadlines, etc. and proactively engage in toubleshooting and problem solving.
• Must be able to work with other department staff and leadership.
• Must have excellent written and oral communication skills.
• Must be an excellent public speaker and effectively present to small and large groups.
• Must be able to remain flexible to accommodate heavy workload demands.
• Proficient in MS Suite and Google Suite products specifically Word, Excel and GMAIL including the ability to conduct mail merges using Excel, Word and GMAIL.

$26.00 - $26.50 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. 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.

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 a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf . This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at [e-mail] , by calling [phone], or in-person in the Hughes Administration Center, room 150.