Executive Assistant 1 (Temporary)

Position Title & Department:

 Executive Assistant 1 (Temporary); School of Law Posting #

5198

Department Description:

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.

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 June 30, 2025. The appointment is renewable at the discretion of the University and dependent upon performance and continued funding.

The Executive Assistant 1 (EA1) position works as part of a 7-member team. The individual 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 person coordinates the shipment of materials to recruitment events and maintenance of the admissions/financial aid webpage and social media accounts. The individual must possess excellent customer service skills and 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, Director and Assistant Directors

Duties and Responsibilities:

Internal operations:

• The Executive Assistant 1 is responsible for the handling and recording of admission application fees as well as 1st and 2nd deposits totaling over $400,000. The position is one of the 2 persons in the office trained by the University’s Accounting Office on the management of deposit checks.  This requires a high level of detail-oriented procedures in order to accurately record fees and deposits 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 person must serve as a tour guide.  This requires the ability to speak in front of large groups from diverse backgrounds. In addition, this person 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.