Program Assistant, Online Degree Programs

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Apply now Posting #: 4938
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, Continuing Education

Position Title & Department:

Position Title & Department:

Posting #

4938

Department Description:

The University of San Diego's Division of Professional and Continuing Education (PCE) offers a robust portfolio of courses and programs needed by aspiring professionals that evolve in response to their professional development in the fields of business, education, and health care.
PCE nurtures key partnerships on the local, national and international level to better serve working professionals who seek to enhance or build their careers, as well as with their employers to help achieve their highest value and potential.

University Description:

The University of San Diego, a contemporary and engaged 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:

The Program Assistant provides administrative support to all individuals seeking information and assistance with degree programs offered through Professional and Continuing Education and partner schools. (Remote arrangements will be considered). The Program Assistant will answer a busy, multi-line telephone; take registrations for courses and other related items over the phone, the Internet and in person. Other related duties may include process registrations, organize both incoming and outgoing mail, process student transcript requests, order office supplies, provide administrative support for online degree programs, and stock all office machines (fax, copier and printers).

Duties and Responsibilities:

Provide administrative support for all degree programs:

• Create Course Reference Numbers every semester.
• Create and maintain faculty assignment sheets.
• Collect textbook information and create textbook lists.
• Set up term and refund schedules each semester.
• Update Student Success Center (SSC) information each semester.
• Maintain an up-to-date academic progress tracking document for all assigned programs.
• Update academic calendars.
• Update all registration and commencement communications.
• Follow up with students on balances/manage revenue report.
• Process discount requests.
• Support management of internal CRM system and all items pertaining to students and alumni.
• Enroll students and support overall onboarding of new students each semester.
• Create itemized statements, fee schedules, degree plans, and enrollment verification letters for students when requested.
• Manage student deferral and account hold processes.
• Manage email and text communications to students.
• Check final grades and generate academic standing letters for signature.

General Duties:

• Responsible for stocking all office machines, including fax, copiers and printers.
• Orders appropriate supplies as needed.
• Responsible for opening, sorting and distributing all incoming office mail.
• Serves as division liaison with campus Mail Center.
• Updates and maintains some division mailing lists.
• Prints mailing address labels for use by instructors to mail brochures and flyers.
• Other duties as assigned.

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

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.

Job Requirements:

Minimum Qualifications:

• Requires High School diploma plus two years related experience. A bachelor's degree is preferred; college education may substitute for experience at the rate of 2 years education = 1 year experience.
• Minimum of one year in a position that required critical thinking and analytical skills required.
• At least 1 year of experience in customer service.

Preferred Qualifications:

• A bachelor's degree is preferred.

Performance Expectations - Knowledge, Skills and Abilities:

• Excellent written and oral communication skills.
• Demonstrated ability to handle multiple tasks.
• Excellent attention to detail.
• Excellent organizational 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.
• 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.
• Must have excellent spelling and grammar skills.
• The Program Assistant must have excellent customer service, organizational and communication skills.
• Proven ability using computers for business applications, including word-processing, spreadsheets, data management and administrative systems software.
• Effectively support student and faculty requests in collaboration with Program Coordinators.
• Service administrative student requests related to all aspects of a student's life cycle (registration, drops, withdrawals, and LOAs).
• Manages multiple requests from a variety of communications channels.
• Maintains high levels of efficiency, accuracy, and attention to detail when using data systems and data formats.
• Develop a working knowledge of and management of student enrollment system(s) and internal CRM.
• Collaborate and support other team members in assigned areas.

Tools and Equipment Used:

• Computer/PC, telephone, fax machine, copier, web-based student information, and customer relationship systems – web-based.

$ $23.86 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. USD: Human Resources: Benefits

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.

Special Application Instructions:

Resume and Cover Letter Required

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

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit

Advertised: June 13, 2024 Pacific Daylight Time
Applications close: Open until filled

Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at . This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at , by calling , or in-person in the Hughes Administration Center, room 150.