This is a full-time, temporary, benefit-based position with an anticipated end date of September 1, 2026.

The University of San Diego's College Corps Fellowship Program seeks a dedicated and detail-oriented Administrative Assistant to provide full-time support to the Director of the program. The Administrative Assistant will play a crucial role in ensuring the efficient operation of the program by performing a variety of administrative and clerical tasks. The Administrative Assistant must consistently exercise a high degree of attention to detail, professionalism, initiative, independence, good judgment, flexibility in performing a wide variety of duties, confidentiality, and the ability to adjust to changing priorities while working well under pressure. Performance at this level requires independent critical thinking and problem-solving, exceptional verbal and written communication skills, creativity, knowledge of office environment and technology, and a commitment to seeing tasks and projects accurately through to completion. The Administrative Assistant is expected to provide a high level of support to College Corps affiliated faculty, senior administrators, staff, students, external partners, and the University at large.

Duties and Responsibilities:

Supervision and Administrative Responsibilities:

• Supervise and support a small cohort of USD College Corps Fellows and Federal Work Study Students.
• Provide comprehensive administrative support to the Director of the College Corps Fellowship Program.
• Manage the Director's calendar, schedule appointments, and coordinate meetings.
• Prepare and maintain records, reports, and other documents as required.
• Handle correspondence, draft emails, and manage communications on behalf of the Director.
• Assist in the preparation and dissemination of program materials, including promotional materials, brochures, and newsletters.
• Maintain an organized filing system for electronic and paper documents compliant with Federal and State regulations/ grant requirements.
• Perform data entry and maintain accurate records of program activities and outcomes.
• Assist with the preparation of presentations and other materials for meetings and events.
• Assist students in following departmental and University guidelines, adhering to institutional policies, and academic procedures.

Program Coordination:

• Coordinate logistics for program events, including workshops, orientations, and meetings.
• Assist with the organization and execution of student and community partner events.
• Handle travel arrangements for the Director and program staff, including booking flights, accommodations, and transportation.
• Process reimbursements and payments related to program activities and events.
• Manage supply inventory and order office supplies as needed.
• Work alongside and support joint administrative efforts of the USD College Corps program and the Mulvaney Center.

Student and Community Partner Support:

• Serve as a point of contact for students and community partners, providing information and assistance as needed.
• Assist in the onboarding process for new students and community partners, including preparation of orientation materials.
• Support the development and maintenance of positive relationships with community partners.
• Facilitate communication between students, community partners, and program staff.
• Help coordinate and monitor student engagement and participation in program activities.
• Support in the coordination of the USD Mulvaney Center Van Drivers including; recruiting, hiring, and scheduling of student drivers.
• Support transportation request for students including in the purchasing and maintenance of PRONTO Passes, rideshare, and gas mileage reimbursements.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

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.

Minimum Qualifications:

• High school diploma or equivalent required.
• Minimum of two years of experience in an administrative support role, preferably in an educational or nonprofit setting.

Preferred Qualifications:

• Associate’s or Bachelor’s degree in a relevant field preferred.
• Experience working in higher education or with community engagement opportunities.
• Experience working with grant-funded programs.

Performance Expectations - Knowledge, Skills and Abilities:

• Office management systems and procedures.
• Professional correspondence and communication techniques.
• Professional office operational procedures, including document and electronic filing systems, composing business correspondence, receptionist techniques, report writing, telephone techniques, and email and other electronic communication methods.
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Basic principles of project management.
• Verbal and written communication skills and business English including proper grammar, punctuation, vocabulary, and spelling.
• Interpersonal communication skills demonstrating tact, patience, and courtesy.
• Communicate effectively, orally and in writing.
• Develop and maintain effective professional relationships with a diverse staff, faculty, and student communities. Including maintaining cooperative and effective work relationships with individuals from diverse backgrounds.
• Learn University policies and procedures as applied to the assigned community service learning and student engagement and retention area(s).
• Independently carry out technical and routine administrative procedures.
• Understand and carry out oral and written instructions.
• Prioritize, coordinate, and oversee workflow among student workers.
• Establish and maintain a variety of records and filing systems and prepare reports, and independently compose routine correspondence and reports, maintaining the security of confidential information.
• Work with and support diverse student activities and functions. Including guidance to student leaders and exercise sound judgment in working with students.
• Operate standard office equipment, including copiers, computers, printers, and fax machines.

Tools and Equipment Used:

• Computer, keyboard, printer, fax machine, Xerox machine.

$24.99 - $25.00 per hour; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.