PA V - Dean's Office, College of Arts and Sciences

Job description

PA V - Dean's Office, College of Arts and Sciences
University of San Francisco

USF Hilltop Campus

Job Title:
PA V - Dean's Office, College of Arts and Sciences

Job Summary:
The Program Assistant provides administrative support to the Office of the Dean and the College of Arts and Sciences. The Program Assistant carries out duties and responsibilities that require a high degree of accuracy and attention to detail with minimum-to-no supervision. The successful candidate will be highly organized in order to manage multiple ongoing projects. This position provides direct support to the Associate Dean for Social Sciences and Academic Assistant Dean for Engineering.

Full Job Description:

Job Responsibilities:

  • Provides administrative support for Associate and Assistant Deans (e.g., coordinates meetings, reconciles expenses, drafts correspondence, makes travel arrangements, assists with budgetary items, etc.).

  • Administratively supports the Promotion and Tenure process within the College, assisting in locating external reviewers, interfacing and following up with faculty applicants, sending publications out for review, ensuring completeness of submitted applications, redacting confidential materials, and providing foundational knowledge for recommendation letters.

  • Assists in the hiring of new full-time faculty within the College, including posting job advertisements, coordinating with department search committees, and general assistance with the hiring process.

  • On boards new full-time faculty, including sending welcome emails, identifying and readying office locations, and orchestrating the College's New Faculty Orientation.

  • Facilitates the hiring of part-time faculty teaching within relevant academic areas. Upon approval by the dean, drafts and sends letters of intent to hire.

  • Assists department chairs with periodic review of part-time faculty teaching evaluations.

  • Hires, trains and supervises student assistant(s).

  • Sends staff teaching assignments and full-time faculty summer assignment confirmations on behalf of the deans.

  • Plans, coordinates and promotes various College events, including the Davies Forum, an annual interdisciplinary seminar series.

  • Identifies and develops new office work procedures to increase efficiency, maintenance of confidentiality, or work flow using knowledge of operations and creative problem solving techniques; designs new forms or manuals as needed to implement changes.

  • Monitors Associate/Assistant Deans' budgets and maintains financial records for their expenditures. May assist the Office of Operations with budget reporting and tracking for other programs/departments in the College, as needed.

  • Handles highly confidential and sensitive materials relating to faculty, student and other issues, including employment files, promotion and tenure, salary information, and teaching evaluations.

  • Maintains current knowledge of major aspects of all program assistant positions in the Dean's Office to be ready to fill-in and assist in other areas as needed, (including but not limited to course scheduling, adjunct faculty contracts, PHP application processes, etc.).

  • Acts as a receptionist for the general Dean's Office, when needed.

  • Acts as a resource person/liaison between and among faculty, students, and the University community, as well as members of the public.

  • Helps create warm, welcoming environment and assists faculty, students, staff and other visitors to the Associate/Assistant Deans and/or the Dean's Office.

  • Receives and screens a variety of calls and emails. Takes information, answers inquiries, and provides information using knowledge of University, College and Dean's Office academic policies and procedures.

  • Performs other duties as assigned by the deans or their designee.

Minimum Qualifications:

  • Post high school education preferred.

  • Training or experience equivalent to five (5) years of increasingly responsible work experience in a senior support role.

  • Ability to work efficiently and calmly under pressure with minimum supervision and as a member of a team in a dynamic environment with demanding deadlines.

  • Ability to independently analyze, define problems, plan, problem-solve, and recommend and implement new/changes to procedures.

  • Advanced experience working with computer database systems, word processing and spreadsheet software and demonstrated ability to use technology to streamline operations. Ability to use desktop publishing software and equipment to design and produce high- quality publications preferred.

  • Superior oral and written communication skills.

  • Excellent organizational skills and attention to detail.

  • Able to interact with faculty, students, staff and the public with tact, discretion and courtesy and contribute to professional environment.

  • Experience working with confidential and sensitive information preferred.

  • Must have, or quickly develop, understanding of academic policy and administrative operations.

  • Willingness to respect and actively support the goals and visions of a Jesuit education along with a commitment to USF's mission, vision and values.

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: 9/20/2019
Application Due: 9/20/2031
Work Type: