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#87578 Graduate Admissions Assistant II

Filing Deadline: Thu 5/4/2017

UCSD Layoff from Career Appointment: Apply by 4/24/17 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.


This position is the "front door" to our Graduate Recruitment & Admissions unit, interacting via email and phone with prospective students and providing excellent customer service. The Admissions Assistant II responds to email inquiries from prospective graduate students about the Rady School's graduate business programs and admissions processes, deadlines, etc. This position also greets applicants when they arrive for an admission interview or building tour.

The position provides a wide variety of administrative support, creates and edits documents via Word, creates spreadsheets and enters data into spreadsheets & databases, processes reimbursements, makes travel arrangements, reconciles travel expenses, schedules meetings and assembles and compiles large mailings---all in support of Recruitment & Admissions activities

Responsibilities include assembling, reviewing and processing of paper and on-line applications to our graduate business programs; data entry into our web-based applicant database; generation of letters, documents, and other formal correspondence with candidates including interview invitations, letters of admission and other formal correspondence with candidates.

The position uses the CRM (Customer/Client Relationship Management) system to help communicate with those expressing interest in the Rady School and generates reports from this system/database.

In addition, the position assists with the logistics to support Admissions special events such as offsite Info Sessions, onsite tours, offsite recruitment events, and other recruitment/admissions events. This position maintains our web-based databases used to manage email campaigns, including event invitations, RSVPs, etc.

This position supports a team of close-knit Admissions professionals and is an important part of Rady's Graduate Recruitment and Admissions team.

  • Work Schedule: Mon - Fri 8:00am - 4:30pm. Evenings and Weekend coverage may be rarely required to support special events (admissions events, graduation, etc.). These hours are pre-scheduled far in advance and are compensated.

  • Must coordinate daily lunches/breaks with coworkers to ensure Graduate Recruitment & Admissions area is always staffed.


  • Experience interacting with customers and presenting information with a marketing/sales approach, presenting information in a positive, accurate manner.

  • Experience writing emails to customers in response to inquiries. Experience speaking on the telephone to customers, providing detailed information about a program or product.

  • Experience greeting callers/visitors (reception). Experience multi-tasking while greeting visitors.

  • Experience working with a CRM (customer relationship management) system. Data entry and running reports/queries.

  • Experience working with a scheduling calendar, making appointments for customers, providing directions, mailing out confirmations, and anticipating information needed for the appointment.

  • Experience with Microsoft Office including creating financial and non-financial Excel spreadsheets and doing simple functions; creating Word documents experience. Ability to proofread; excellent grammar, spelling, punctuation.

  • Experience greeting callers/visitors in a welcoming, prompt, approachable manner; experience responding to questions as well as experience "triaging" requests to determine what information the customer/visitor needs.

  • Experience or ability to create info packets under a deadline, composed of a specific variety of documents and informational brochures, ability to assemble them in the proper sequence, and for packets to be complete, without ommission.

  • Experience prioritizing tasks throughout the day to meet customer and coworker's needs as well as upcoming deadlines. Experience working in an environment with same day projects, and firm deadlines.


  • Experience in an educational organization, preferably a university's admissions department.

  • Experience with an Admissions & Recruitment software program/system.

  • Experience working with confidential, student information.


  • Job offer is contingent on clear Background Check.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

Payroll Title:
Hiring Salary Range
$37,354 - $38,168/year
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon-Fri