Program Assistant

University of San Diego; San Diego (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

University of San Diego seeks a Program Assistant for Professional and Continuing Education to support enrollment and information services. The role handles high-volume inquiries, processes course registrations and transcript requests, and maintains student records with attention to detail.

The position is full-time and temporary with a December 31, 2027 end date, offering benefits and renewal potential based on performance and funding.

Qualifications

• High school diploma required.
• Minimum two years of related experience required.
• Excellent communication and customer service skills.
• Ability to handle multiple tasks in a fast-paced office environment.

Responsibilities

• Process enrollments, course requests and transcript requests; handle daily registrations by phone, email and in person.
• Respond to inquiries via phone, email or in person with courtesy and accuracy.
• Maintain student records and update personal information.
• Operate office equipment and manage mail distribution.

Skills

Excellent communication

Customer service

Detail-oriented

Multitasking

Education

High School Diploma

Tools

CRM systems

Student Information Systems

Job description

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Posting #: 5686
Position Status: Full-time temporary
Location: San Diego
Position Type: Staff, Continuing Education

Position Title & Department:

Program Assistant;Professional and Continuing Education

Position Title & Department:

Posting #

5686

Department Description:

The University of San Diego's 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.

University Description:

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 .

Detailed Description:

This is a full-time, temporary, benefit-based position with an anticipated end date of December 31, 2027.The appointment is renewable at the discretion of the University and dependent upon performance and continued funding.

The Program Assistant provides support to all individuals seeking information, enrollment and assistance with any course, program and certificates 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, email, and in person. Other related duties may include: process registrations, organize both incoming and outgoing mail, process student transcript/certificate requests, order office supplies 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 management, 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 Enrollment and 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.

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.
• Minimum two years of related experience required. Substitution: Additional education beyond a high school diploma may substitute for up to