Program Assistant IV - Graduate and Doctoral Nursing Programs

Job description

Program Assistant IV - Graduate and Doctoral Nursing Programs
University of San Francisco

USF Hilltop Campus

Job Title:
Program Assistant IV - Graduate and Doctoral Nursing Programs

Job Summary:
Provides administrative support to School of Nursing and Health Professions (SONHP) graduate nursing programs while also assisting the manager, program directors, and department chairs, where appropriate and as needed. Carries out duties and responsibilities with limited to no supervision; exercising critical thinking, planning, problem-solving and interpretive skills to analyze situations, define problems, identify concerns, and develop and propose solutions associated with supporting the academic or administrative functions of program and department as related to student and faculty support. The incumbent's knowledge of academic affairs, complex departmental and divisional academic functions, external agency relationships, and student services enables the programs and department to serve students, faculty and external contacts more effectively through regular data report and updates to the manager, program director, department chair, and/or SONHP administration. Strong attention to detail, ability to organize and prioritize multiple demands, and to represent the SONHP in a professional manner at all times are essential skills for this position. This position will support faculty and students at the all SONHP campus locations where graduate nursing programs are present and will include some travel for recruiting purposes. Some Saturday and evening assignments will be required. This program assistant will report to the Manager of Graduate Nursing Programs.

Full Job Description:
50% Program Support
As a member of the Graduate Nursing Programs Team, this person will be responsible for providing administrative support for the students and faculty of those programs - answering calls and processing requests; participate in the recruitment, admission, clearance and documentation of incoming students; other academic business such as verbal and written communication with students and faculty; processing and documenting student enrollment; assisting faculty with operationalizing course evaluations (set-up, facilitating recommended changes); completing, submitting, tracking, and documenting end of program documentation (including but not limited to) degree conferral forms, certification exam documents, etc.; auditing, documenting, and reporting student and faculty licensure; scheduling, minute/note taking, and staffing program-specific meetings; assisting with maintaining budget information for the programs. Perform other duties as assigned.

25% Department Support
Program Assistants in the Graduate Nursing Department will assist in managing the business of the department including scheduling, minute/note taking, and staffing program-specific meetings, organizing and staffing program/departmental events; assisting with faculty onboarding and orientation; communicating with department faculty; ; assisting with maintaining budget information for the programs; provide back-up support to peer program assistants as needed. Perform other duties as assigned.

25% Placement Support
Provide support to students and their advisors regarding status of legal documents required for clinical and practicum placements; collaborate with Clinical Placement Coordinators and General Counsel's office for review, approval, and maintenance of agency contracts and Affiliate Agreements; manage the clinical clearance process for student placement requirements (includes contacting students, auditing, documenting, and reporting health, program, and placement requirements). Perform other duties as assigned.

Essential Job Responsibilities:
Processing enrollment of students in nursing and health professions programs.
Coordinating placement requirements for students with Clinical Placement Coordinators.
Attend planning meetings to coordinate overall progress of students in the programs at all campus locations and with various clinical partners.
Prepare and edit reports, proposals, catalog copy, meeting minutes, manuals and other routine correspondence related to the programs.
Maintain progression and clearance records for students in program and communicate with students and advisors regarding status.
Provide information to university and agency staff on the programs; assist in orienting preceptors and clinical faculty.
Provide students with information, orientation, and preparation for certifying exams.
Maintain a filing system for program memos, documents, and reports.
Handle confidential, sensitive materials, correspondence and issues relating to School of Nursing & Health Professions.
Compose and prepare correspondence to answer requests and inquiries.
Plan/staff events for program/department.
Proctor and monitor tests as needed by department schedules.
Perform other duties as assigned. Minimum Requirements

Post high school education preferred.
Training or experience equivalent to four years of increasingly responsible work experience in administrative support work or related education, including at least two years in a senior support role.
Demonstrated understanding and behaviors associated with to cultural competency and emotional intelligence.
Ability to work with a minimum of supervision
Demonstrated ability to meet projected timelines and follow-through.
Ability to work and thrive in an open-collaborative environment.-
Positive attitude is a must.
Precise knowledge of office and university policy and procedures, comfort and experience with university systems.
Knowledge of Banner student software is a plus.
Ability to work with variety of constituencies and explain complex rule-based systems with a high degree of service and compassion.
Ability to set and hold boundaries with variety of constituencies-
Appreciation of student privacy and understanding of FERPA regulations.
Advanced knowledge of functions within Microsoft Office suite and G Suite.
Advanced experience with Excel and Google Spreadsheets as it relates to report generation.
Experience with Salesforce, Tableau, or Workday is a plus.—

Full time

Pay Rate:

To apply, visit

The University of San Francisco is located in the heart of one of the world’s most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a student’s passion for social justice and a desire to “Change the World From Here.” For more information, visit

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Job No:
Posted: 4/22/2019
Application Due: 6/25/2019
Work Type: