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College Corps Administrative Assistant

3 months ago

San Diego, United States University of San Diego Full time

**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.
- 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.

Job Requirements:
**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.
- Basic principles of project management.
- Verbal and written communication skills and business English including p