Program Assistant IV - Diversity Engagement & Community Outreach

Program Assistant IV - Diversity Engagement & Community Outreach

University of San Francisco

Job Summary:

Reporting directly to the Vice Provost for Diversity Engagement and Community Outreach (DECO), the Program Assistant IV serves as part of the team charged with implementing diversity initiatives and programs throughout the university and providing community outreach efforts to diverse internal and external constituents. The Program Assistant is responsible for a broad range of administrative duties, primarily provides direct administrative support to the Vice Provost, and acts as the first point of contact for both the VP and the office, with constituencies internal and external to the university.

The Program Assistant assists in the development of emerging and existing partnerships to achieve the following mission: to promote a campus climate and culture that values diversity in all its forms through inclusive dialogues, interpersonal experiences, and Intercultural appreciation; in support of a thriving campus climate and inclusive excellence, in the Jesuit Catholic tradition.

The Program Assistant performs specialist duties in areas related to office administration, diversity and community programs, and serves as a key member of the Office of Diversity Engagement and Community Outreach (DECO). The Program Assistant engages with external community and university leaders at all levels of the organization.

Job Responsibilities:

Office Administration:
• Provide administrative support for the Vice Provost and the Diversity and Community Relations Program Manager.
• Serve as the primary point of contact for the office and to the VP with all constituencies. Assist with all communications, scheduling, and the maintenance of the VP’s calendar.
• Help prepare the VP on a day-to-day basis, as regards to the VPs daily schedule, calendar, meetings, and speaking engagements.
• Serve as the primary point of contact for all visitors and communications to the Office of Diversity Engagement and Community Outreach.
• Perform receptionist duties, including answering diversity office main line, taking messages, checking the VP’s voicemail, and responding to all inquiries and calls.
• Prioritize and maintain day-to-day office operations.
• Administrate the flow of information and people in the office using judgment in determining priorities.
• Schedule and coordinate appointments and diversity office meetings. Use judgment in determining priorities and the arrangement of office calendars. Make all related meeting arrangements.
• Coordinate all travel arrangements and prepare expense reports on behalf of the VP and the Diversity and Community Relations Program Manager.
• Manage purchasing card receipts and monthly reporting for the VP. Track expenses and monitor monthly budget reports to budget manager for the VP’s budget. Process routine budget transfers as needed or required. Create budget spreadsheets and reports as needed.

• Handle all office mail, via e-mail or written correspondence, help address questions about diversity office programs.
• Curate an inviting and functional workspace and office atmosphere for colleagues, students, and community partners. Maintain and monitor inventory of program materials, supplies, general office forms, furniture, and technology/equipment.
• Initiate, create and update office protocols and processes as needed.
• Responsible for monitoring the repair and maintenance of office equipment.
Communication and Marketing:
• Oversee technology systems, updates, and maintenance of diversity website.
• Serve as administrator for social media or other emerging technologies.
• Draft confidential correspondence and maintain confidentiality of university business at all times. This may include campus-wide announcements and correspondence to varying constituencies.
Programs & Events:
• Assist in staffing the University Council on Diversity and Inclusion (UCDI). Maintain membership list, webpage, make meeting arrangements, and assist with compilation of UCDI agendas, meeting packets, quarterly reports, and proceedings from the meetings.
• Serve as a resource to campus and external community on diversity programs/initiatives.
• Assist in event coordination and execution.
• Staff office meetings, including internal or external initiatives, committees, or task forces led by the diversity office by taking minutes and creating a comfortable and accommodating meeting space.
• Assist with data collection, data entry and survey analysis as needed in support of DECO programming.
Community Outreach:
• Monitor and track contacts and maintain the community database of contacts and partners.
Other Responsibilities:
• Support Provost Office diversity priorities. This may include support for faculty development, fellowship searches, research, gathering information, and report/presentation preparation.
• Other duties and major projects as assigned by the Vice Provost/Provost Office and the Diversity and Community Relations Program Manager.

Minimum Requirements:

The Program Assistant must have a thorough understanding of and commitment to support the Vision, Mission, and Values of the University. Post high school education preferred. Four years of increasingly responsible experience in administrative support work or related education, including at least two years in a senior administrative support role is desired. Also required is an ability to work with a minimum of supervision and to independently analyze, recommend, and implement new/changes to procedures.

The candidate must have advanced experience working with computer database systems, word-processing and spreadsheet software, and must be customer service and team-oriented. Previous experience working with websites and managing web content is preferred.

The Program Assistant must display exemplary communication skills in verbal and written form and have strong diplomacy skills for building and maintaining relationships with faculty, students, administrators, and community leaders. The Program Assistant must also demonstrate open and friendly attitude towards others and an ability to handle multiple projects simultaneously with accuracy and thoroughness. Must be able to maintain and handle confidential information.

The candidate must demonstrate a willingness to learn about and contribute to all of the current and future programming of DECO. The candidate must show a strong understanding and commitment to issues of equity and inclusion. Some evening and weekend work may be required.

Additional Knowledge, Skills, and Abilities:

For information on how to apply, please visit the following link:

EEO Policy
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individual’s race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.


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