Program Assistant V (PA-V): Operational Department Coordinator

Job description

Program Assistant V (PA-V): Operational Department Coordinator
University of San Francisco

USF Hilltop Campus

Job Title:
Program Assistant V (PA-V): Operational Department Coordinator

Job Summary:
Provides a wide range of administrative support throughout School of Nursing & Health Professions. Carries out duties and responsibilities with minimal supervision. This person's successful information management, knowledge of departmental and divisional academic functions, and business-process related questions and issues, helps the SONHP to run smoothly, and serve students, faculty, staff, and external contacts more effectively. 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.

This position reports to the Director of Operations and may supervise student assistants. 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 staff, student and faculty support. Strong attention to detail, ability to organize and prioritize multiple demands, and represent SONHP in a professional manner at all times.

General Administrative Support—40% Provide occasional support at SONHP front desk, answering calls and processing requests. Provide back-up support to peer program assistants as needed.
Faculty/Program Support - 25%
Student Support - 20%
Administrative Support to Director of Operations—15% Assist with data management, form requests/processing, travel arrangements, calendar management, and inquires.

The University of San Francisco strives to promote safe, affirming, and inclusive communities for all students, faculty, and staff to learn and work together in alignment with the University's mission. These communities are enriched by the presence of people of different abilities, ages, colors, creeds, cultures, races, ethnicities, family models, gender identities, gender expressions, health statuses, nationalities, political views, religious, spiritual, and philosophical beliefs, sexual orientations, socioeconomic statuses, educational backgrounds and veteran statuses.
We welcome, expect, and encourage the continued pursuit of knowledge, skills, and abilities necessary to build a more inclusive community which celebrates diversity and works toward justice.

Full Job Description:

  • Conduct Process Improvement for key operational functions throughout the School.
  • Create, organize and maintain policies and procedures for the School of Nursing & Health Professions. Serve as coordinator of P&Ps by identifying subject matter experts for particular functions; and quality check P&Ps for accuracy, readability, and usability by intended audience. Serve as primary author for those processes s/he took through Process Improvement.
  • DATA: Provide leadership, support, data collection to staff/faculty with responsibilities in grant and contract development and management.
    • As a superuser of Project SONHP, run reports, ensure data integrity, troubleshoot for program and staff, maintain updates with program administrators
    • Maintain databases for SONHP and track faculty data
    • Support annual and periodic accreditation reporting for AACN, BRN, CEPH
    • Assist Director of Operations develop SONHP operational metrics and Policy & Procedures
    • Perform data processing duties, including use of Excel, Banner and other administrative information systems.
  • Manage and oversee HR Options posting and hiring of temp workers
  • Oversee Independent Contractors approval, on-boarding, and payment
  • Submit requests for new staff/faculty USF platform access - Project SONHP, Listservs, Google Calendars, JADE, BANNER, CONCUR, Door access, etc.
  • Process and submit Concur expenses, Invoices/Honorariums for payment
  • Submit DDR (departmental deposit records) to ABS
  • Request interdepartmental transfers.
  • Request, print and distribute time department and contract & grant reporting for all SONHP accounts including operating, capital, contract/grant, gift, endowment, special projects and designated accounts.
  • Work closely with branch locations (Orange, Sacramento, and others) managers to complete all new branch campus faculty on-boarding
  • Research and provide answers to faculty and staff questions. Follow up with information and appropriate referrals.
  • Create, revise, store and maintain, retrieve, edit and print a variety of documents, reports or records using word processing software.
  • Perform other duties as assigned.

FACULTY/PROGRAM SUPPORT 25% (200+ faculty; 8 programs)
  • Oversee and manage all new adjunct faculty hires (80+ new adjuncts per year) in WorkDay including SONHP affiliates and including gathering of documents used for hiring decision, on-boarding, faculty ID card, assist with any initial on-boarding questions including pay rate or adjunct contracts.
  • WorkDay: On-board full-time and part-time (adjunct) faculty
  • Assist with adjunct/faculty on-boarding process: Paperwork, access, supplies, etc.
  • Administrative support for Faculty Development Fund Committee and Faculty Development processes for full-time and part-time faculty.
  • Maintain/Update adjunct & full-time faculty folders (electronic)

STUDENT SUPPORT 20% (1,730 enrolled students)
  • Maintain records of graduate student recipients (500 grad students per year) of multiple scholarships (22+ scholarship programs)
  • Maintain scholarship and student professional development process: online scholarship applications, tracking, Memo's to financial aid department, award email, reimbursement submission, Banner updates, etc.
  • Student Workers (200 students annually): Serve as backup for student employment: posting, WorkDay, E-timesheet approver, and scheduling work assignments

  • Manage the calendar of the Director of Operations
  • Coordinate & set-up meetings (Zoom and rooms)
  • Independently track information, including program budgets, prepare and edit reports for grants, proposals, manuals and correspondence for Director of Operations.
  • Occasional research of special topics, such as Best Practices for Student Recruitment Strategic Planning.
  • Triages inquiries, both written and by phone, for the Director of Operations. Answer routine requests and inquiries.
  • Handle confidential, sensitive materials, correspondence and issues relating to SONHP programs.

  • Bachelor's degree, Post high school education preferred.
  • Training or experience equivalent to five (5) years of increasingly responsible work experience in a senior support role or related education.
  • Ability to work with a minimum supervision, apply policies and make independent decisions.
  • Precise knowledge of School and university policy and procedures; comfort and experience with university systems. Knowledge of Banner student software and capacity to learn and master Project SONHP is a plus.
  • Demonstrated critical thinking, planning, problem-solving and interpretive skills to analyze situations, define problems, identify concerns, develop and propose solutions.
  • Ability to work with variety of constituencies and explain complex rule-based systems with a high degree of service and compassion.
  • Appreciation of student privacy and understanding of FERPA regulations.

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: 5/22/2019
Application Due: 7/2/2019
Work Type: