Assistant to the Vice Provost of Student Life

Job description

Assistant to the Vice Provost of Student Life

University of San Francisco

Job Summary:

The Assistant to the Vice Provost of Student Life is responsible for maintaining a welcoming environment in the Office of the Vice Provost (OVP) and will be a leader in providing high quality service to all who contact the OVP. The Assistant will ensure that the OVP functions effectively, efficiently and in keeping with the Vision, Mission and Values of the University of San Francisco (USF). The Assistant to the Vice provost provides programmatic and administrative support to the Vice Provost of Student Life. As a member of the OVP, the Assistant supports staff in achieving divisional goals.

Job Responsibilities:

Provide leadership in creating a professional and student-centered experience for those served by the OVP and the Division of Student Life. Serve as the primary point of contact for the OVP and be responsible for the administrative support of the Vice Provost of Student Life. The Division of Student Life includes: Office of Dean of Students; Student Conduct, Rights and Responsibilities; Student Housing and Residential Education; Health Promotion Services; Center for Academic & Student Achievement; Priscilla A. Scotlan Career Services Center; Counseling and Psychological Services; Public Safety and Campus Security; Student Leadership and Engagement; Cultural Centers; Koret Center/Recreational Sports; Student Disability Services; Learning Center; Academic Support Services, ASUSF (the Associated Students of USF), and New Student Programs.

Administrative Support:
- Manage the flow of information and people in the office using judgment in determining priorities. Serves as the primary point contact to the OVP with all constituencies.
- Schedule and coordinate appointments. Use judgment in determining priorities and rearranging calendars. Make all related meeting arrangements.
- Coordinates travel arrangements and prepares expense reports.
- Maintain the filing system including sensitive and confidential materials.
- Manage Purchasing Card receipts and monthly reporting. Track expenses and monitor monthly budget reports for the OVP budget. Process routine budget transfers as needed or required. Create budget spreadsheets and reports as needed.
- Draft confidential correspondence and reports related to student, personnel and payroll decisions. Draft confidential and routine correspondence. This includes campus-wide announcements, letters of recommendation, personnel-related documentation and correspondence to varying constituencies.
- Manage the web site. Oversee the technology systems, upgrades, and maintenance for the OVP.

Project/Program Management:
- Coordinate and implement professional development programs, meetings, and Divisional events. Develop assessment methods, gather evidence, analyze and use results to improve programs.
- Coordinate the preparation and distribution of divisional reports and divisional leadership committee meeting minutes.
- Serve as administrative support to the University Life Committee of the Board of Trustees. Maintain membership lists. Make meeting arrangements. Edit and compile Board of Trustee agendas, meeting packets, divisional quarterly reports, and proceedings from the meetings.
- Provide support for student issues and case management under the direction of the Assistant Vice Provost and Associate Dean of Student Services.
- Support divisional priorities. This may include research, gathering information, and report/presentation preparation.
- Coordinate efforts closely with the Student Life operations team to manage a divisional communication plan to improve internal, institutional, and external communications.
- Provide support for Divisional Assessment efforts.
- Other duties and major projects as assigned by the Vice Provost.

Minimum Requirements:

Bachelor’s degree required. Minimum of three to five years of related work experience in an office management and executive support role. Excellent oral, written, computer, and organizational skills. Ability to provide professional service to a broad range of constituents in busy office environment. Flexibility to respond to immediate requests from supervisor. Ability to solve problems and suggest systems for longer-term solutions. Ability to develop collegial and cooperative working relationships with others. Ability to work with minimal supervision and direction. Ability to handle and treat confidential material and conversations in a highly professional and discreet manner. Occasional evening and weekend work required. Desire to work in a student-centered office committed to demonstrating USF’s Mission, Vision, and Values as integral parts of a Jesuit education.

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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Job No:
Posted: 10/10/2018
Application Due: 12/11/2018
Work Type: