Executive Assistant 1, Graduate Programs

Posting #: 5529 Position Status: Full-time regular Location: San Diego Position Type: Staff, Office of Financial Aid Position Title: Executive Assistant 1, Graduate Programs; Financial Aid 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. 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. 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. Salary and Benefits $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. Hours 37.5 hours per week 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. Additional Information The University of San Diego is a smoking and tobacco‑free campus. For more information, visit Advertised: April 23, 2026 Pacific Daylight Time Applications close: Open until filled #J-18808-Ljbffr