Job Details

Program Assistant V: Office of the Vice President
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Position Number: 5590036
Location: San Francisco, CA
Position Type: Academic Vice Presidents and Provosts

Program Assistant V: Office of the Vice President
University of San Francisco

R0009912
USF Hilltop Campus

Job Title:
Program Assistant V: Office of the Vice President

Job Summary:
The University of San Francisco seeks a highly motivated, team-work driven, flexible candidate who thrives in a dynamic culture to serve as a Program Assistant V (PA). Ideal candidates will have proven proficiency in the areas of director/executive level support, general office operations, customer service, research, expense processing, and proofreading and editing. Additionally, this candidate should possess initiative, independent judgment and good decision-making to efficiently plan, prioritize, and organize a diverse workload and to recommend changes in office practices and procedures.

Under the general supervision of the Manager of Administration, the Program Assistant provides general and executive level administrative support to the Office of the Vice President and other Development departments, including consistent and responsive on-site support to division staff: greeting and welcoming guests, assisting with technology needs such as assigning loaner laptops and reserving conference space, maintaining office and kitchen supply inventories, staffing events as needed, supporting people operations functions, and assisting with the day-to-day administrative operations of the fast-paced Office of the Vice President and Development Division. The Program Assistant deals with a diverse group of external callers and visitors and internal contacts at all levels of the organization.

Critical skills in support of this position include a superior customer service and teamwork orientation, great flexibility, professionalism, multi-tasking dexterity, and a friendly demeanor.

Full Job Description:

General Office Operations Support

Proactively support all aspects of office space needs including hoteling/shared space management and general on-site support for all division staff
Provide office operation support, which will include ordering supplies, maintaining stock, kitchen organization, ordering parking permits, troubleshooting office equipment, scheduling FedEx pick-ups, updating holiday and out-of-office calendars, ordering stationary and business cards, initiating and renewing subscriptions, sorting/delivering daily mail and assisting with mailroom deliveries
Hire, supervise and train student interns, manage student worker schedules, projects, workload and seating assignments
Greet visitors and answer phones in a professional and courteous manner; independently respond to inquiries for information and assistance (both internal and external)
Manage division technology inventory and act as central contact for computer replacement process, software licensing, and general troubleshooting
Execute technology and facilities projects, special requests, and general maintenance
Proactively maintain and update central division resources such as the Development Canvas page; train division staff to access and update these resources
Develop and maintain relationships with "key partner" USF departments in support of Development operations including Business and Finance, Bon Appetit catering services, Events Management, Public Safety, Facilities Management, ITS, and others
Manage sensitive information with the highest level of discretion and confidentiality
Support special projects as needed for all areas

People Operations Support

Under the supervision of the Assistant Director:

Execute administrative tasks associated with hiring, onboarding, separations such as updating mailing lists, databases, technology inventory, calendars and events, etc.
Assist with candidate interviews for various positions including interview schedules, travel, hotel accommodations and tours
Conduct regular candidate research, updating contact information. Add new contacts and edit old contact information to master network list. Create position specific pipelines for common open positions.
Provide administrative support for talent management programming including annual performance reviews, employee engagement survey, manager meetings, team building sessions and planning retreats
Assist with conference preparation and follow-up
Assist with scheduling for various meetings for staff, including candidate interviews, training, and other programs
Assist with preparation of meeting materials and follow up on items from meetings
Other duties as assigned

Financial Processing

Support and partner with the Sr. Director, Associate Director, and Manager of Administration with operational tasks including processing expense reports, invoices, purchase orders and contracts for the VP office

Administrative Support

Working closely with the VP Office administrative support team, provide general administrative support to the office of the Vice President as well as take ownership of special projects as assigned
Maintain updated versions of rosters, directory listings, email distribution lists
Assist with donor research and materials production for mailings and meetings
Draft, proofread, copy, distribute, and file correspondence and communications as needed, including assisting with production and distribution of the VP weekly email
Assist in the coordination of division-wide meetings and events, which includes managing room reservations, catering, AV set-up, calendaring, document preparation, document preparation, PowerPoint presentation preparation, other administrative details, and taking minutes when needed
Perform other duties as assigned

Requirements:

Ability to work 7.5 hours daily, from 8:30-5pm with breaks and occasional weekends or evenings as needed
Post high school education preferred
Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education
Previous higher education or Development experience is a plus
Proficiency in Google Suite applications and Microsoft Office Suite, with intermediate to expert level skills in Excel, Word and PowerPoint
Ability to sit, stand, move equipment weighing up to 15 lbs
Ability to travel across campus to locations on lower campus and the hilltop to pick up and deliver items as needed
Ability to professionally and diplomatically communicate and interact with a diverse group of internal and external callers, visitors, and contacts at all levels, including members of the Board of Trustees and other VIP constituents
Ability to deal with highly confidential and sensitive material in a professional manner
Ability to work independently and within a team
Excellent follow-up skills and attention to detail
Strong telephone, email, written and oral communication skills
Outstanding proofreading skills

Full-Time/Part-Time:
Full time

Pay Rate:
Hourly

Salary Range :
$33.33/hour - $35.75/hour; commensurate with experience

To apply, visit https://usfca.wd5.myworkdayjobs.com/en-US/USF_Staff/job/USF-Hilltop-Campus/Program-Assistant-V--Office-of-the-Vice-President_R0009912.

The University of San Francisco is located in the heart of one of the worlds most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a students passion for social justice and a desire to "Change the World From Here." For more information, visit http://www.usfca.edu.