Administrative Assistant, Student Success Services & Legal

Overview

This role provides administrative and operational support to various departments and their leadership, staff, and internal stakeholders. Work is performed under general supervision and involves coordinating schedules and meetings, preparing and maintaining administrative documents, supporting routine reporting and data tracking, and responding to general inquiries. The position routinely handles confidential, sensitive, and legally privileged information.

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 status as needed.
• Assist with contract processing by routing documents for review and signature (does not draft contracts or provide legal review).
• Provide calendar and scheduling support for AVPs and leaders, including coordinating meetings and managing logistics.
• Coordinate onsite events and meetings, including room reservations, food orders, and general event logistics.
• Manage travel coordination and conference registrations, including bookings, registrations, and related documentation.
• Support purchasing activities, including ordering supplies and coordinating expense reports in accordance with university procedures.
• Assist with managing corporate food delivery accounts for team meetings and events.
• Serve as backup administrative support for other teams as needed 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 both electronically and in hard copy.
• Maintain and retrieve electronic and physical files, including mail and other documents; assist with document routing, signature coordination, mail transmissions, and special preparation and handling.
• Prepare materials and support coordination of team meetings.
• Perform other administrative duties as assigned.

Requirements

• Candidate must reside in San Diego, CA

Education & Experience

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

Competencies/Technical/Functional Skills

• Ability to work effectively as a collaborative team member and contribute to shared goals and day-to-day operations.
• Strong organizational skills with attention to detail, accuracy, follow-through, and the ability to manage multiple priorities.
• Ability to build positive working relationships and communicate effectively with a diverse group of internal stakeholders.
• Working knowledge of office administration practices, systems, policies, and procedures, including purchasing, supplies, and basic inventory processes.
• Ability to problem solve routine issues, gather information from standard sources, and follow established procedures.
• Proficient 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
• Candidate must reside in San Diego, CA

Travel

• Some travel required; occasional local travel within the greater San Diego, CA area for events or administrative support to on-site locations.

Compensation & Benefits

• Compensation Range (Annual Salary): $24.86 - $32.32
• Offers will be made commensurate with experience, qualifications, skills, and competencies, and will generally fall within this range absent exceptional circumstances.
• This role includes base pay as one component of a total rewards package, including comprehensive well-being benefits for you and your family (full benefit details available through the employer’s benefits materials).
• Part-time benefits information is also available through the employer’s part-time benefits resources.

Equal Opportunity Employer

The organization is an equal opportunity employer and does not discriminate against any employee or applicant per applicable federal, state, and local laws.