Job Details

Program Assistant IV
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Position Number: 5806048
Location: San Francisco, CA
Position Type: Academic Vice Presidents and Provosts

Program Assistant IV
University of San Francisco

R0010227
USF Hilltop Campus

Job Title:
Program Assistant IV

Job Summary:
Under the supervision of the Assistant Vice President (AVP) for Student Engagement, the Program Assistant is primarily responsible for coordinating the day-to-day front desk operations, business processes, and direct customer support for the Student Engagement Unit, to create a unified presence and responsive environment for students, staff, faculty, and visitors. These functions include communications, space reservation, access requests, and recommending and implementing procedures and protocols for handling high-volume activities for the UC 4th floor.

The Program Assistant provides a diverse range of administrative support to approximately eleven professional staff, performs associated specialist duties, and serves as a member of the Assistant Vice President for Student Engagement Office Team. The Program Assistant supports the division's mission by independently determining customer needs and responding to those requests. The Program Assistant corresponds with a diverse group of external callers, visitors, and internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload and to recommend changes in business practices and procedures.

As a member of the larger staff in Student Life, the Program Assistant collaborates and cooperates to create leadership and intercultural competence opportunities to support student learning and development in the Jesuit Catholic tradition. The mission of Student Life is to fully support holistic student development within a social justice framework centered on preparing students to be caring, socially responsible citizens in our global and local community.

Full Job Description:
Essential Duties and Responsibilities

AVP Assistance

Provide logistical support in the scheduling of appointments, meetings, interviews, and professional development programs and retreats as directed by the Assistant Vice President for Student Engagement.
Assist the AVP in preparing reports, documents, and spreadsheets as requested.
Manage logistics, including venue booking, catering, invitations, and AV/tech setup.
Assist with special projects, research, and data collection as assigned by the AVP.
Track progress on AVP's initiatives and provide updates to ensure project deadlines are met.
Plan and coordinate assigned projects from start to finish.

Office/Business Operations:

Develop and oversee the routing and maintenance of front office operations primarily on the UC 4th floor on behalf of the Student Engagement unit, which includes supporting guests to the floor as well as telephone calls, messages, and mail.
Hire, train, and supervise a small team of student assistants working at the front desk on projects related to the Student Engagement Unit.
Manage a range of projects resulting from the work of a variety of divisional or campus-wide task forces/committees in the unit or from the AVP for Student Engagement.
Serve as timesheet supervisor to review and approve hours submitted by Chartered Student Organizations officers.
Oversee the inventory, purchasing, receiving, and off-site storage of items for the departments and organizations housed on the UC 4th floor.
Organize and maintain office files, records, and supplies.
Oversee maintenance of UC 4th floor equipment (i.e. computer replacement, printers, etc).
Monitor budget for the AVP for Student Engagement and manage payment processes for unit-level events.
Support in registering graduating students in the Cultural Centers' spring End of the Year Ceremonies and distribution of stoles for fall graduates.

Marketing & Communication:

Draft confidential and routine correspondence on behalf of the AVP for Student Engagement including campus-wide announcements, USF Emma messages, marketing for events, personnel-related and budget documentation, and correspondence to varying constituencies.
Drafts announcements to send to the Division of Students Life for recruitment events, volunteer sign-ups, task force invitations, etc. on behalf of the unit.
Organizes and creates reports for distribution to campus partners and the Division of Student Life.
Organizes reports or emails for distribution to campus partners, the Division of Student Life, or students related to Student Engagement related activities.
Creates signage for UC4-related needs and efforts.

Divisional Duties:

Provide excellent customer service to a diverse constituency.
Responsible for being the resolution agent for students, staff, and faculty when issues arise.
Collaborate in revising business processes in a centralized capacity.
Assume other duties as assigned.

Qualifications

Bachelor's Degree preferred. Experience as a professional/administrative assistant in higher education/student services preferred. Rigorous attention to detail required. Excellent oral and written communication skills. Strong proven skills in Windows Office and Google suite applications. Ability to anticipate and follow through on assignments necessary for planning, implementing, and completing a variety of events. Ability to manage multiple tasks while meeting deadlines. Discretion in handling confidential material in a highly professional manner. Infrequent evening and weekend work may be required.

Full-Time/Part-Time:
Full time

Pay Rate:
Hourly

Salary Range :
$31.26 hourly

To apply, visit https://usfca.wd5.myworkdayjobs.com/en-US/USF_Staff/job/USF-Hilltop-Campus/Program-Assistant-IV_R0010227.

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.