Program Assistant

This is a full-time, temporary, benefit-based position with an anticipated end date of December 31, 2027. The appointment is renewable at the discretion of the University and dependent upon performance and continued funding.

About the role

The Program Assistant provides support to all individuals seeking information, enrollment, and assistance with any course, program, and certificates offered through Professional and Continuing Education. This position requires excellent communication skills for a fast-paced office environment that supports the enrollment and learning needs of students and prospective students. Must possess the ability to handle multiple tasks, requests, and web-based information tools in a calm and effective manner. This position requires a detail-oriented, independent worker who has the ability to collaborate and contribute in a team environment.

Responsibilities

• Process daily enrollments, student course requests, and transcript requests:
  • Enroll or assist students to enroll in PCE courses via telephone and in person on a daily basis.
  • Process student requests for course transfers and drops, which may include refund processing.
  • Process all transcript requests, handle mail requests, and be responsible for printing and mailing on a daily basis.
  • Update students’ personal information (e.g., name, address, telephone, social security number, and email address) to ensure current and accurate student records.
  • Add registrations to the enrollment system.
  • Process general information requests received via email, telephone, or in person. Reply to email requests with appropriate information or redirect as needed.
• Customer service, student support, prospective student service, and general public communications:
  • Answer incoming telephone calls, including local, long-distance, and toll-free calls, requiring management of a multiline telephone system.
  • Serve as front-line information center to respond to and service calls.
  • Record and manage student communications in multiple web-based customer relationship management and student information systems.
  • Redirect calls to proper individuals if calls cannot be immediately serviced when answered.
  • Check and redirect voicemail. Return calls for questions that can be addressed and handled by the Enrollment and Student Service Center.
  • Handle confidential and sensitive information with discretion and tact.
  • Respond to all inquiries (telephone, internet, email, walk-in) with courtesy, tact, and patience.
  • Exhaust all avenues to properly respond to student, prospective student, and other individual requests from the general public about all courses, programs, and activities of Professional and Continuing Education.
• General duties (as needed):
  • Serve as office lead for ordering all supplies with university-approved vendors.
  • Be responsible for stocking all office machines, including fax, copiers, and printers.
  • Order appropriate supplies as needed.
  • Be responsible for opening, sorting, and distributing all incoming office mail.
  • Serve as division liaison with campus Mail Center.
  • Update and maintain some division mailing lists.
  • Print mailing address labels for use by instructors to mail brochures and flyers.
  • Other duties as assigned.

Requirements

• High school diploma required.
• Minimum two years of related experience required.
• Substitution: Additional education beyond a high school diploma may substitute for up to one year of experience at the rate of 2 years of education equivalent to 1 year of work experience.
• Minimum one year in a position that required critical thinking, analytical skills, and customer service.

Qualifications

• Excellent written and oral communication skills.
• Demonstrated ability to handle multiple tasks.
• Excellent attention to detail.
• Excellent customer service skills.
• Excellent organization skills.
• Excellent spelling and grammar skills.
• Demonstrated ability to use web-based student information and customer relationship management tools.
• Strong computer skills in word processing, spreadsheet, and data management.
• Customer/student support experience preferred.
• Bachelor’s degree preferred.

Essential duties

• Effectively respond to PCE calls and emails with information requested.
• Service student requests for enrollments, transfers, and drops.
• Process refunds, transcripts, and certificates.
• Manage multiple requests from a variety of communications channels.
• Maintain high levels of efficiency when using data systems and data formats.
• Develop a working knowledge and use of the student enrollment system(s) and the CRM system.
• Stay informed of continuing program and course developments within PCE.
• Collaborate and support other team members in the assigned area.

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. Learn more about the perks and benefits.

Pay

$22.82 - $24.00 per hour

Schedule

37.5 hours per week

Background check: Successful completion of a pre-employment background check. Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.