Executive Assistant 1, Graduate Programs | University of San Diego

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Executive Assistant 1, Graduate Programs

Company: University of San Diego
Location: San Diego, CA
Employment Type: Full Time
Date Posted: 04/25/2026
Job Categories: Education, Collegiate Faculty, Staff, Administration

Job Description

Executive Assistant 1, Graduate Programs

Executive Assistant 1, Graduate Programs

Position Title & Department:
Executive Assistant 1, Graduate Programs; Financial Aid

Posting #
5529
Department Description: The Office of Financial Aid (OFA) is responsible for the awarding of Federal, State, and Institutional financial aid to Undergraduate and Graduate students at the University of San Diego. The OFA is also responsible for maintaining Federal, State, and Institutional compliance to ensure proper delivery of financial aid. This includes scholarships, grants, work-study, and loans. The OFA determines student eligibility using the Free Application for Federal Student Aid (FAFSA), the CA Dream Act Application, and the USD Dream Act Application. 76% of USD students receive some type of financial aid.
University Description:
The University of San Diego, an engaged and 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:
Process funds for special programs, online programs, and all other graduate degree programs. Perform Form Review and Analysis functions, awarding and re-evaluations. Acts as liaison to the Athletic Department. Completes transfer monitoring, needs analysis, and Knowledge Base for OFA. Provides back-up to Associate Director for awarding and customer service processes. Represents the Office of Financial Aid as needed for Graduate and Athletics department presentations. Assists with other projects and responsibilities as needed.

Duties and Responsibilities:
Application, File Processing, and Operations

Determine student financial aid eligibility based on Federal Methodology and USD Guidelines
Determine students' Financial Aid Award using USD, federal, and state guidelines
Identify and recommend exceptions for professional judgment consideration as needed
Perform re-evaluations of Financial Aid Awards
Serve on the Financial Aid Support Team (FAST) shifts answering phones and chats from students, parents, and the USD community
Complete Transfer Monitoring for the OFA
Complete Needs Analysis report for OFA
Serve on the Stipend Processing team within OFA

Program Coordinator/Additional Responsibilities

Performs application review and awards federal aid pursuant to federal regulation and monitors loan disbursements and student refunds
Acts as third point of contact with the USD Athletics Department. Awards all athletic aid in accordance with federal, USD and NCAA guidelines. Works with coaches and recruits to navigate the financial aid process
Serves as back up to the withdrawal notification process internal to USD, and performs required calculations within federally mandated time constraints to re-calculate eligibility for federal, state, and institutional aid when a student withdraws or takes a leave of absence from the University ("Return to Title IV Refunds")
Process and package awards for students in all graduate degree programs including online programs
Processes departmental/direct awards when a re-evaluation is needed, requiring extensive knowledge of Federal and other agency regulations
Assists with Summer and Intersession processing, including creating budgets and awarding eligible financial aid based on term enrollment
Provide one on one customer service to graduate students in all programs

General Duties

Serves as primary back-up for all Associate Director job responsibilities
Attend workshops, conferences and webinars as needed for training
Represent USD by creating and making Financial Aid presentations at graduate and athletic recruiting events
Conducts special projects as requested or needed
Serve as primary contact for Knowledge Base team and complete all tasks in keeping the KB updated and relevant for financial aid purposes

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, some college preferred.
This position requires math skills.
A minimum of four years office support experience, including one year in a position that required critical thinking and analytical skills.
Data processing skills required.
Organization skills required.

Preferred Qualifications:

Working knowledge of financial aid preferred.

Performance Expectations - Knowledge, Skills and Abilities:

This position requires effective communication skills with demonstrated capabilities of maintaining confidential information and handle sensitive data with discretion and tact.
This position requires a detail oriented, independent worker who has the ability to work well in a team environment.
Accurate and perceptive data entry skills as well as analytical skills are vital.
The person should be familiar with financial aid terminology and computer applications.
Some knowledge of Federal Methodology is important.
Proven ability using computers for business/accounting applications including word-processing, spreadsheets, data management and administrative systems software.

Posting Salary:
$24.39-27.79 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 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.

Additional Details:

Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least three 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 a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/497305

Contact Information

Contact Name:
Company Name: University of San Diego
Phone Number:
Fax Number:
Contact Email:
Website: https://apptrkr.com/7106892...

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