Office Assistant VII

Job description

Office Assistant VII

University of San Francisco

Job Summary:

The University of San Francisco School of Law is seeking an individual to provide comprehensive administrative support with daily accounting tasks, facilities requests, programmatic, and human resource related administrative functions, as well as office operations functions and special projects. The successful candidate will work with minimal supervision to solve complex administrative challenges and be, flexible, organized, conscientious, discreet, professional, detail-oriented, and will bring insightful organizational understanding to high-level executives as part of a dynamic professional team serving the School of Law. The position is located in the Dean's office and is under the general supervision of the Associate Dean.

Job Responsibilities:

• Work directly with the Director of Budget & Planning to support that position in budget and financial planning, forecasting, modeling, tracking and reporting.
• Serve as a resource on financial policies for School of Law staff and faculty using written and unwritten policies and practices, clear communication and good judgment to help resolve questions, concerns and challenges, and act on behalf of the Director in her/his absence.
• Initiate, process and validate accounting transactions including expense reimbursements for general and travel expenses, invoices, purchase orders, transfer requests and purchase card transactions/reconciliation for the School of Law.
• Generate budget reports and provide regular financial updates.
• Design spreadsheets, produce charts, tables and graphics using advanced spreadsheet or word processing features.
• Set up and maintain accounting filing and tracking systems.

• Work directly with the Administration Manager to ensure that the School of Law’s facilities are well-maintained, in good working order and fulfilling the School of Law’s needs.
• Submit and follow-up on maintenance work orders.
• Keep project team and community members informed of the progress, issues and current status of projects through appropriate means, including regular written status reports.
• Manage the distribution of project documents.
• Coordinate facilities activation tasks such as moves, keying, signage, purchase of office equipment, painting, security, upkeep and other as necessary for project success.
• Routinely walk through buildings to assess maintenance needs.
• Support facilities planning, budgeting, reporting, communication, and project execution tasks as required, and act on behalf of the Administration Manager in her/his absence.
• Assist in managing law school apartments including rental agreements and rent payments.
• Manage Terrace Room and KN 212 scheduling requests and approvals.
Human Resources:
• Work directly with the Associate Dean of Academic Affairs to support the School of Law in providing Human Resources (HR) services and support and, related to most HR issues, act on behalf of the Associate Dean in her/his absence.
• Assist in the completion of HR administrative tasks including: form processing, report compilation and dissemination, communications, trainings, and special projects.
• Respond to questions regarding general HR policies and procedures, and otherwise triage inquiries and concerns, assisting the Associate Dean in prioritizing responses.
• Coordinate the planning and execution of HR events such as birthday, retirement, and staff/faculty appreciation celebrations.
• Maintain records and files for faculty, staff and student assistants employed by the School of Law.
• Hire, supervise and train junior staff and student assistants.

International Summer Externship & Semester Exchange Programs:
• Work directly with the Interim Director of Budget & Planning to provide administrative support for the programs.
• Provide administrative support on projects related to program advertising and communications including website updates and keeping abreast of industry standards.
• Support student admission, enrollment, payments and submission of required insurance, travel and related documents.
• Assist in providing student support by answering questions, providing additional information, and problem-solving as needed.
• Maintain appropriate student and program records including tracking program requirements.
• Assist the Interim Director in tracking program budgets, reviewing reports and processing expenses and related paperwork.
• Assist in the creation of reports and presentations as needed.
• Assist in providing student support by answering questions, providing additional information, and problem-solving as needed.
General Administrative:
• Work directly with Deans Office staff on office operations tasks and special projects as needed.
• Perform other administrative tasks as necessary such as scheduling appointments, photocopying, faxing, ordering lunches, shipping, sorting mail, answering phones or providing reception service.
• At all times work as a team-member to ensure the smooth, professional, and efficient running of the Deans Office.

Minimum Requirements:

B.A. preferred. Post high school education or training, or experience equivalent to 5 years of increasingly responsible work experience in a mid-level support role and proven administrative responsibility will be considered.
Experience in accounting, records, budgets, human resources, or project management is preferred.
Demonstrated ability to juggle multiple responsibilities and competing priorities in a fast-paced environment while remaining calm and professional.
Exceptional organizational and time management skills.
Demonstrated ability to work independently and resolve problems, seeing projects through to their completion.
Highly attentive to detail and accuracy.
Exceptional communication skills.
Proven ability to be discreet when dealing with sensitive and confidential information.
Strong service-oriented disposition.
Strong computer skills including Microsoft Office Suite (Word, Excel, PowerPoint). Familiarity with Workday preferred.
Advanced Excel skills, ability to create and work with pivot tables.
Strong mathematical, computational, analytical and management skills preferred.
Team-oriented individual who is open to giving and receiving feedback
Ability to work with all levels of employees: faculty, management, staff and student

Additional Knowledge, Skills, and Abilities:

Additional duties as assigned
Ability and willingness to occasionally lift and carry up to 40 lbs.

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: 10/31/2018
Application Due: 12/24/2018
Work Type: