Program Assistant V, Office of Marketing Communications

Job description

Program Assistant V, Office of Marketing Communications

University of San Francisco

Job Summary:

Reporting to the Assistant Director of Administration/Project Manager, this position provides full-time operational and administrative support to the Office of Marketing Communications and the Office of the Vice President.

Job Responsibilities:

• Provide day-to-day operational and administrative support to the Vice President, Assistant Director of Administration/ Project Manager, Marketing Communications managers and staff.

• Coordinate the Vice President’s calendar, travel arrangements, mail, schedule meetings and visits, and request parking permits for visitors.

• Submit expense reports for Vice President and all fellow staff members that need reimbursement.

• Facilitate off-site archival storage.

• Manage and update internal and online division directory listings.

• Process student EPAFs and train fellow staff members on approving student timesheets and hiring procedures.

• Assist with orientation, training, scheduling, payroll, computer requests, and workspace coordination for student interns.

• Hire, supervise, and train VP office student intern.

• Coordinate scheduling interviews for new hires, including room reservations, temporary parking permits, and escorting to meeting locations.
o Assist with new staff onboarding and offboarding process.

• Manage print and digital advertising insertion tracker; collaborate with client managers to create insertion orders for all publications and attend weekly advertising meetings.

• Facilitate ergonomic equipment orders and office supply requests with Purchasing, HR, and ITS.

• Responsible for detailed oversight of client billing system:
o Organize, prepare and submit all charge-backs to be submitted for monthly transfers.
o Process and track vendor invoices submitted on behalf of clients.
o Maintain ServiceNow staff and student membership list.

• Ensure consistently high level of customer service, communication and responsiveness with above and other department systems and processes.

• Identify and resolve problems and situations that affect the flow of work within the department, with other departments or outside agencies. Develop, propose, and assist with implementation of solutions and systems to address issues.

• Assist with space planning and complex staff moves and interior construction projects: schedule coordination, furnishing, work-orders, computing and telecommunications issues.

• Assist with desktop technology-related services and resources for the Marketing Communications Division including the annual computer replacement and upgrade process and staff equipment, software and assistance requests.

• Assist with preparing and coordinating all documents and administrative details for quarterly Marketing Communications Steering Committee meeting.

• Arrange for various division-wide meetings, conferences, retreats and other events and make travel/hotel arrangements.

• Coordinate with “key partner” USF departments in support of Office of Marketing Communications operations including Business and Finance, Bon Appetit catering services, Events Management, Public Safety, Facilities Management, and ITS.

• Screen mail, phone calls and visitors and refer to appropriate personnel.
• Manage highly sensitive, confidential information with the highest level of discretion.
• Compose correspondence and edit and prepare reports.

• Maintain the department’s record keeping procedures and file documents.

• Order supplies, coordinate FedEx mailings, distribute office birthday cards, initiate and renew subscriptions.

• Perform other duties as assigned.

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.

Able to work independently in the absence of specific instructions.

Must be organized and able to work on many projects at the same time.

Advanced experience working with computer database systems, word processing and spreadsheet software.

Must be customer service and team oriented.

Ability to professionally and diplomatically communicate and interact with a diverse group of internal and external callers, visitors, and contacts at all levels.

Ability to deal with highly confidential and sensitive material in a professional manner.

Ability to work within a team on behalf of the Division.

Excellent follow-up skills and attention to detail.

Strong telephone, email, and oral communication skills.

Strong skills in written English.

Must have an understanding and alignment with the mission and core values of the university.

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: 11/16/2018
Application Due: 1/16/2019
Work Type: