Admission Services Assistant

Position Title & Department:

Admission Services Assistant; Graduate Admissions Posting #

5199

Department Description:

The Office of Graduate Admissions provides a vital link between graduate applicants and USD’s graduate programs.

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:

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.

This role requires an excellent understanding of database systems as well as the maintenance of electronic records, strong attention to organization and detail, and experience with word processing software, email, CRM systems, and graduate application system. The admissions services assistant must also possess the ability to work with other prospective students, staff/faculty members and campus departments as a part of a team. Exceptional verbal and written communication skills are required. The ability to perform concentrated efforts of data entry during peak admissions periods is necessary. Accuracy is a crucial component to the Admissions Services Assistant position. Failure to meticulously introduce accurate information to system databases results in significant consequences to the office and applicant. Other duties as assigned.

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 issu