Program Assistant V, Front Desk Assistant

Location
San Francisco
Posted
Jul 10, 2017
Institution Type
Four-Year Institution


Program Assistant V, Front Desk Assistant

University of San Francisco


Job Summary:

GENERAL SCOPE OF POSITION:

Under the supervision of the Director of Finance & Operations, VP Student Life office, the Program Assistant is primarily responsible for coordinating the day-to-day front desk operations, business processes, and direct customer support to create a unified presence and responsive environment for students, staff, faculty and visitors. These functions include space reservation, access requests, recommending and implementing procedures and protocols for handling high volume activities such as registration holds relating to conduct issues, mobile immunization clinic, international student verification status, fall, spring and summer housing selection and Muni class pass distribution. The Program Assistant provides front line response, problem solving and triage for all confidential appointments and scheduled drop-ins as well as those seeking general information/assistance. The Program Assistant will be collaborating with a team of other program assistants and student assistants who represent various Student Life departments to provide the appropriate level of support. The Program Assistant designs and implements feedback processes to measure engagement and satisfaction levels of students.

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 in preparing students to be caring, socially responsible citizens in our global and local community.

Job Responsibilities:

ESSENTIAL DUTIES AND RESPONSIBILITIES:

General
Maintain broad base of knowledge of all departments and associated services
Collaborate with other departments and direct specific departmental questions to the appropriate student assistant or program assistant if necessary
Access individual calendars and coordinate with meeting/consultation room calendars
Provide feedback on performance of team members involved in direct service and engagement to appropriate directors/supervisors
Perform other relevant duties as assigned by the director

Customer Service
Provide direct service in person to all visitors to the fifth floor of the University Center
Communicate up-to-date and accurate information across a wide range of service units
Accommodate students and other visitors with scheduled appointments
Develop and manage official drop-in procedures
Respond empathetically to students in crisis
Assist students with appropriate referrals

Business Processes
Schedule appropriate spaces for drop-ins and high volume/high peak activities
Manage systems to receive and distribute mail, packages and forms
Assist departments by responding to colleagues in Academic Affairs, Admissions and Academic Services with publishing and distributing up-to-date policies and forms
Centralize activities such as the purchase, storage and distribution of office supplies
Oversee other projects as assigned, including website maintenance, front desk policy maintenance, floor space organization, and on and off site storage coordination
Assist departments as needed with additional projects/tasks during their respective peak periods

Training/Assessment
Develop customer service training materials/activities consistent with goals of division and cross train staff
Design and maintain appropriate tools for communication/training purposes
Advise Student Life Leadership Team on usage levels, innovation of processes, and ongoing assessment related to quality of service and response

Minimum Requirements:

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. Ability to work with a minimum of supervision. Previous supervisory experience. Ability to independently analyze, recommend and implement new/changes to procedures. Advanced experience working with computer database systems, word processing and spreadsheet software. Must be customer service and team oriented. Some evening and weekend work may be required.

Additional Knowledge, Skills, and Abilities:


For information on how to apply, please visit the following link: www.usfjobs.com

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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