Administrative Assistant, Student Success Services & Legal

Overview

Annual Salary Range: $24.86 - $32.32 per hour

This position requires the candidate to reside in San Diego, CA.

An administrative assistant role providing operational and administrative support to multiple departments and their leadership, staff, and internal stakeholders. The role involves handling confidential and sensitive information, coordinating schedules and meetings, preparing administrative documents, supporting reporting and data tracking, and responding to general inquiries. The position supports efficient day-to-day operations by managing workflow, prioritizing tasks, and assisting team needs professionally and timely.

Responsibilities

• Provide administrative and operational support across multiple teams in a shared services capacity.
• Support invoicing and payment processing, including submitting invoices to Accounts Payable and tracking their status.
• Assist with contract processing by routing documents for review and signature (does not include drafting contracts or legal review).
• Manage calendar and scheduling support for Assistant Vice Presidents and leaders, including meeting coordination and logistics.
• Coordinate onsite events and meetings, including room reservations, food orders, and event logistics.
• Handle travel coordination and conference registrations, including bookings and related documentation.
• Support purchasing activities such as Amazon orders, general supply requests, and expense reports following organizational procedures.
• Manage corporate food delivery accounts for team meetings and events.
• Serve as backup administrative support for other teams to ensure continuity of operations.
• Respond to routine inquiries and provide general administrative assistance to staff and stakeholders.
• Maintain organized records, files, and documentation related to assigned administrative tasks.
• Support preparation, formatting, proofreading, and editing of legal documents, including assembly, collation, pagination, and distribution electronically and in hard copy.
• Maintain and retrieve electronic and physical files, assist with document routing, signature coordination, mail transmissions, and special handling.
• Prepare materials and support coordination of various team meetings.
• Perform other administrative duties as assigned.

Requirements

Education & Experience

• Bachelor’s degree in any field preferred.
• Minimum of three (3) years of relevant experience in an administrative support role.
• Preferred experience supporting a department within a university setting; experience in a legal setting is a plus.

Skills and Competencies

• Ability to work effectively as a collaborative team member contributing to shared goals and daily operations.
• Strong organizational skills with attention to detail, accuracy, follow-through, and ability to manage multiple priorities.
• Ability to build positive working relationships and communicate effectively with diverse internal stakeholders.
• Working knowledge of office administration practices, systems, policies, and procedures, including purchasing, supplies, and basic inventory processes.
• Problem-solving skills for routine issues by gathering information from standard sources and following established procedures.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint); experience with enterprise systems preferred.
• Demonstrated professional judgment, accountability, and reliability in completing assigned tasks.
• Ability to work independently while supporting a cooperative, service-oriented environment in a fast-paced setting with changing priorities.
• Ability to handle sensitive, confidential, and legally privileged information with discretion and professionalism.

Location

Remote position; candidate must reside in San Diego, CA.

Travel

Some local travel within the greater San Diego area may be required for events or administrative support at onsite locations.

Compensation & Benefits

Salary will be commensurate with experience, qualifications, skills, and competencies within the stated range. The minimum salary offered will comply with the minimum exemption threshold based on the state of residency. This role is part of a comprehensive total rewards package that includes well-being benefits for employees and their families.