Program Assistant IV Office of Career Planning - School of Law



Program Assistant IV Office of Career Planning - School of Law

University of San Francisco


Job Summary:

The Program Assistant IV provides comprehensive, high-level administrative office support to the Office of Career Planning. This person is the first contact for students and vendors and is responsible for responding to inquiries regarding the Office of Career Planning services. This position reports directly to the Assistant Dean for Career Planning and Legal Community Engagement (Assistant Dean).

Job Responsibilities:

• Promotes Office of Career Planning programs and events. Creates fliers, handouts, electronic correspondence to students and alumni, posting events to the career services database (USFLawLink.com), social media sites, and the Web-based law school calendar.
• Coordinates student business card ordering and distribution.
• Coordinates logistics for events and programs.
• Monitors selected budget items for the Office of Career Planning, including event budgets and sponsorship activities as well as monitoring the aggregate student assistant expenses to ensure that the office remains within budget; and maintains accounting record for department expenditures.
• Primary contact on all events and student services functions including co-sponsored events, conference registration funding, notary services and more.
• Coordinates and markets weekly programs and large-scale events (approximately 60-70 programs and events per academic year), and serves as the administrative lead on certain large scale School of Law events.
• Oversees front desk activities
• Identifies and responds to student needs as they relate to the services offered by OCP
• Handles confidential and non-routine information and explains policies when necessary
• Works with the Assistant Dean to identify and implement cost saving measures and organization procedures including calendaring, expense records, and front desk procedures.
• Serves under the general supervision of the Assistant Director and is responsible for the Office of Career Planning day-to-day customer service operations.
• Responsible for creating and distributing the Office of Career Planning’s weekly e-newsletter as well as other communications.
• Responsible for hiring, training and supervising several student assistants, approving timesheets, requesting EPAFs, creating work schedules, and monitoring the use of individual students’ Federal Work Study Awards throughout the year to ensure that the use of the award is maximized for the benefit of the student and the office in terms of student assistant coverage.

Minimum Requirements:

• 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, preferably in an academic or legal environment.
• Experience working with high level executive officers preferred.
• Able to work independently in the absence of specific instructions and ability to work with a minimum level of supervision.
• Strong computer skills, including proficiency in Microsoft Office, Adobe and social media tools.
• Must be customer service and team oriented. Sound judgment, discretion, grace under pressure and highly professional manner required.
• May require occasionally evening hours and/or work after regularly scheduled hours and weekends for special events.
• Required to work the annual School of Law Swearing In Ceremony in December and the School of Law Graduation Ceremony in May.
• Ability to on occasion lift and carry up to 25 lbs.
• The usual workweek is 37.5 hours Monday through Friday. During the school year, the Office of Career Planning is open 8:30 am - 6:30 pm two nights per week and as a result, some evening coverage may be required. Office needs require occasional adjustment of staff schedules to include weekend and evening hours.

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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