Executive Assistant, JD Admissions & Financial Aid

Details•San Diego, CA

23h•Onsite

About The Position

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.

Requirements

High school diploma required.
FERPA Certification
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.
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 troubleshooting 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.

Nice To Haves

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.
Preferred knowledge of admission and financial aid information and procedures.
Preferred knowledge of Banner Student System and/or Unite or other CRM comparable systems.

Responsibilities

Handling and recording of 1st and 2nd deposits totaling over $400,000.
Assisting in the coordination of law school tours, campus information sessions and campus visits events.
Serving as a tour guide when necessary.
Processing of all incoming applications for the JD Program; prescreening eligibility of applicants; reviewing applications for completeness; entering applicant information into Unite database.
Coordinating imaging of admission documents.
Continuously updating and maintaining academic information in student files; CAS reports, letters of recommendation, address changes, personal statements, letters of admission committee, and academic transcripts.
Contacting applicants regarding missing documentation.
Assisting with Unite database reporting regarding critical application volume and admitted student data.
Assisting with the administration of the “Keep ‘Em Sold” campaign during the admissions period.
Monitoring of admissions and financial aid email accounts as well as voicemails.
Ensuring that messages are answered in a timely manner.
Assisting in maintaining the Admissions and Financial Aid Office’s social media accounts.
Assisting in the training of work study students and temporary employees.
Assisting the Admissions and Financial Aid Office with editing and updating brochures, forms and websites.
Sorting, distributing, and coordinating mailings for the Admissions and Financial Aid Office.
Interpreting and translating financial aid information for Spanish-speaking applicants and students e.g. online and in-person LLM students – applicable for Spanish-speaking hire.
Communicating with prospective and admitted students by phone and through e-mail.
Assisting in the coordination of campus events such as Campus Visit Days, Alumni-Admitted Student Receptions, Admitted Student Summer Workshop, etc.
Providing support to the Office of Financial Aid; assisting with phone calls, answering general questions about law school financial aid programs and application procedures.
Counseling applicants on the law school application and admissions criteria, providing information on USD Law programs, course offerings, scholarship opportunities, and the general application process.