International Programs Assistant

Details•San Diego, CA

1d•$20 - $24

About The Position

This is a part-time, temporary, non benefit-based position with an anticipated end date of June 30, 2026. The appointment is renewable at the discretion of the University and dependent upon performance and continued funding. The administrative assistant serves in the capacity of general office coordination for the department, creating and maintaining various databases, coordinating special events, and providing general advising on study abroad and immigration related topics. Provides administrative support to various departmental staff members, including technical word processing, photocopying, transcription, mail distribution, answering telephones, taking messages, running errands, and acting as liaison between staff members and students. Also has general knowledge of immigration related regulations and requirements as well as undergraduate study abroad program offerings and processes.

Requirements

Requires HS Diploma.
Minimum of two years of general office experience.
Requires proficiency in Microsoft Office and all its applications, specifically Word and Excel.
Customer service experience.
Ability to prioritize workload effectively and efficiently.
Ability to work independently with minimal supervision.
Demonstrated experience using organizational skills.
Excellent cross-cultural customer service skills.
Ability to operate a personal computer and MS Office.
Ability to operate a photocopier and facsimile machine.
Ability to compose letters and/or memoranda in English.
Ability to file numerically, alphabetically, and alpha-numerically.
Ability to answer several incoming telephone lines.
Ability to meet deadlines.
Ability to work effectively under pressure.
Demonstrated skills in both written and oral communications.
Knowledge of department and university procedures.
Maintains a high level of professionalism.

Nice To Haves

Graphic design or desktop publishing experience.
Second language skills.

Responsibilities

Creates, compiles and maintains various departmental databases and queries for those databases.
Coordinates various departmental events, including: Scheduling. Publication and distribution of flyers and posters. Website updates. Catering services. Schedules auxiliary services and room reservations.
Performs office duties for departmental staff, including occasional complex projects: Composes and types routine letters and memoranda. Support processing of study abroad application materials. Photocopies, filing and organization in shared drive. Proofreading. Performs research as requested. Runs departmental errands; e.g., picks up supplies from Torero Store.
Acts as coordinator to service departments: Makes maintenance requests to Facilities Management, Telecommunications, etc. Maintains copying supplies and coordinates copy machine maintenance and repair.
Assists in domestic and international student advising and programming: Provides students with general information of undergraduate study abroad programs, application process and deadlines, etc. Assists with study abroad informational sessions, as needed. Provides international students and scholars with general information on immigration documentation, travel restrictions, etc. Assists with international student and scholar check-ins, as needed. Provides staffing support for international students and scholars events and programs, as needed.
Serves as office receptionist (telephone and email): Answers several incoming lines. Takes messages. Manages incoming email communications to [email protected]. Gives information, directions and/or instructions. Greets visitors. Schedules meetings and arranges appointments. Serves as liaison between full-time staff members and faculty/staff.
Receives, sorts, distributes, and sends mail and e-mail.
Maintains confidentiality.