Program Assistant IV - Graduate Student Affairs

Program Assistant IV - Graduate Student Affairs

University of San Francisco

Job Summary:

Responsible for comprehensive administrative support for the Graduate Student Affairs department in the School of Management. This position will report to the Director of Graduate Student Affairs.

Job Responsibilities:

Essential Job Responsibilities

• Assist with student service related functions and operations, including new student orientation, academic services, and extracurricular and co-curricular activities.
• Provides class and event planning support for graduate programs. Administrative event/class support may include: partner with Academic Operations and Planning to schedule classrooms, coordination of room reservations, guest lists, catering, photography, communication, set-up and follow-through.
• General support in the Office of Graduate Student Affairs: assist with registration, grade tracking, create enrollment verification letters, honor code and liability forms, post schedules, maintain student files, provide housing assistance, order WSJ and Business Times, coordinate transportation and health insurance.
• Support processes related to graduation: receive RSVPs for graduation events, assist with award candidate selection, participate in graduation speech auditions, obtain name pronunciations from students, provide transcripts for degree verification.
• Work closely with International Student Services offices to facilitate and coordinate appropriate documentation and study/work permissions for international students.
• Support student communication via newsletters, targeted emails and front line correspondence.
• Assist to perform degree audits in conjunction with Advisors and Graduation Center to determine student eligibility for graduation. Coordinate student awards/speakers for graduations.
• Graduate Student Affairs’ first point of contact for current students via telephone. Takes information, answers inquiries, provides information using knowledge of University and Program academic policies and procedures.
• Acts as a resource person/liaison between and among faculty, students, staff and the University community, as well as members of the public.
• Processes approved invoices and approved charges programs.
• Helps create a warm and welcoming environment, and assists faculty, students, staff and other visitors to the office.
• Creates and develops new office work procedures to increase efficiency, maintenance of confidentiality, or work flow using knowledge of operations and creative problem solving techniques; designs new forms, as appropriate to implement changes.
• Handles confidential, sensitive materials including instructional relating to faculty, students and other issues.
• Maintain School of Management policies and procedures.
• Monitor and help to maintain/improve the professional appearance, environment and service culture of the Office of Graduate Student Affairs.
• Coordinate, assist and maintain partnership relationships where possible with partner offices including Graduate Admissions, SOM Office of Administration and Finance, APR, Graduations Center, the University Registrar, Student Accounts, Career Services and central Graduate Student Life. This includes working with universities in Spain and Taiwan to exchange information.
• May supervise student employees.
• Performs other duties as assigned.

Key Executions:

• Outstanding customer service to current students.
• Support Office of Graduate Student Affairs to deliver high quality student programs that contribute to the students’ education.


• Manages multi-project deadlines. Evaluates tasks priorities and effectively delegates. Makes suggestions on the most efficient methods in handling competing priorities.
• Exercises independent judgment and decision-making abilities, organizes work and sets priorities.
• Demonstrates a high-level of customer service for all constituents, including students, faculty, and guests.
• Self-motivated and able to start and/or complete projects independently. Able to seek direction when needed.
• Works cooperatively and establishes effective working relationships with peers in other departments. Uses tact, diplomacy, discretion and judgment in regular contact with top-level officers and executives within and outside USF.

Minimum Requirements:

Associate’s degree or higher. Four years of increasingly responsible experience in administrative support work or related higher education or related education experience working with graduate domestic and international students a plus, including at least two years in a senior administrative support role. Experience working with high level executive officers and/or vice presidents. Able to work independently. Advanced experience working with computer database systems, word processing and spreadsheet software. Strong priority management and attention to detail, including ability to prioritize multiple assignments and deadlines accurately under pressure. Strong verbal and written communication skills are required. Must be customer service and team oriented. Commitment to USF’s Mission, Vision and Values.

Work Hours are as follows:

37.5 hours per week; May be required to work on occasional weekends and/or weeknights to support department as well as internal and/or external events. In the event of weekend and/or weeknight work, an off day will be traded for another work day.

May be required to work at multiple job sites (101 Howard and Main Campus/Hilltop)

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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