Program Assistant V -- Academic Affairs
University of San Francisco

R0002190
USF Hilltop Campus


Job Title:
Program Assistant V -- Academic Affairs

Job Summary:
The Program Assistant V is responsible for the comprehensive support of the School of Management Academic Affairs Leadership and assists the Office of the Dean when duties require and when support is needed. Under the supervision and direction of the Assistant Director of Academic Affairs, the Program Assistant V provides a diverse range of administrative support while managing multiple responsibilities, tasks, and projects. In addition, to support duties, the Program Assistant V will provide high-level administrative service collecting and tracking large amounts of data and records.

Supervisor: Assistant Director of Academic Affairs

Full Job Description:

Job Responsibilities

• Provides administrative support to SOM Committees including but not limited to Assurance of Learning, Faculty Governance, Faculty Development, Graduate Programs Curriculum, Undergraduate Program Curriculum, and Strategic Planning. Duties include the following and any other administrative support responsibilities that may arise: scheduling meetings, taking minutes, posting minutes to the intranet, updating related documents as directed by leadership, and leading small projects as needed by the committee.
• Updating the School of Management Intranet pages related to the Dean and Academic Affairs to communicate and share information with other departments in the school.
• Digital Measures: Provides data maintenance, revise screens and reports as directed, and organizes training and support for faculty. Creates accounts for new faculty hires. Deactivate accounts for those who leave the University. Inputs CV data for new full-time faculty and adjunct faculty hires in Digital Measures. Work with Academic Affairs and the Dean's Office to extract Digital Measures data as requested
• Provides support for all events and meetings put on by Academic Affairs and the Dean's Office, as well as collaborative support for any faculty department events supported by the Academic Affairs team. Will attend all School of Management graduations and school-wide meetings (All Hands, Retreats, Dean's Circle Meetings, etc) to take attendance and log the attendance data in Digital Measures.
• Assists with event planning to include creating calendar invites and name badges, updating and scheduling room spaces through Events Management, and placing orders for catering as needed through Bon Appetit
• Serve as receptionist for the Dean's Office suite and helps create a warm and welcoming environment, greeting and assisting faculty, students, staff and other visitors. This also includes but is not limited to answering the main phone line, keeping the kitchen, meeting rooms, and maintaining office workspace, ensuring that the printer/copier is functioning and office supplies are stocked.
• Provides support to the Dean, Associate Dean of Academic Affairs, and Academic Affairs leadership and their guests.
• Serve as back up for the Assistant to the Dean when they are out of the office, traveling, and during their lunch break by providing coverage and assisting the Dean and their guest with anything, they may need.
• Supports the Associate Deans of Academic Affairs and Dean with their daily schedules, travel schedules, correspondence, and expense report processing.
• Administratively supports the Assistant to the Dean with Academic Career Prospectus (ACP) processes for full-time Faculty to include preparing materials for ACPs, scheduling meetings with the Associate Deans, preparing note letters, and filing both hard copy and soft copy files.
• Assists in creating letters/contracts to be sent to faculty for sabbatical approvals, and Academic Career Prospectus (ACPs) via AdobeSign.
• Helps coordinate full-time faculty search efforts in collaboration with the departmental faculty support assistants.
• Assists at high profile events including Dean Circle Meetings, Dean's Awards, Dean Donor Ceremonies, and the Annual Dean's Dinner.
• Prepares and submits purchases, payments, reimbursements through purchase requisitions, Concur Expense, Concur Invoice, and petty cash vouchers.
• Assists with data preparation for accreditation or other institutional reporting.
• Handles confidential, sensitive materials including relating to faculty, students and other issues.
• Creates and develops new office work procedures to increase efficiency, maintenance of confidentiality, or workflow using knowledge of operations and creative problem-solving techniques; designs new forms, as appropriate to implement changes.
• Exercises independent judgment and decision-making abilities, organizes work and sets priorities.
• Develops and maintains business and office process documentation.
• Handles the redact of sensitive materials as requested.
• Supports special projects as requested for Academic Affairs leadership and the Dean's Office.

Other Responsibilities

• Performs other duties as assigned by the Assistant Director of Academic Affairs or their leadership.

Minimum Requirements

• Post high school education preferred.
• Training or experience equivalent to five years of increasingly responsible experience in a senior support role or related education.
• Strong skills in priority management and attention to detail, including the ability to prioritize multiple assignments and deadlines accurately while under pressure.

• Demonstrated strengths in the areas of service and team skills; including evidence of ability to work independently and in close conjunction with others.
• Experience dealing with a variety of people in a professional manner.
• Advanced knowledge of administrative concepts, principles, and practices.

Full-Time/Part-Time:
Full time

Pay Rate:
Hourly

To apply, visit https://usfca.wd5.myworkdayjobs.com/en-US/USF_Staff/job/USF-Hilltop-Campus/Program-Assistant-V----Academic-Affairs_R0002190.

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 http://www.usfca.edu.







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