Program Assistant IV - Finance and Administration
University of San Francisco
Department: School of Management
Job Type: Full-Time
The Program Assistant IV, Office of Finance and Administration provides administrative support to the Senior Director and Director of Finance and Administration. The Program Assistant provides a diverse range of administrative support while managing multiple tasks/projects. The Program Assistant deals with a diverse group of external callers and visitors and internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload and to recommend changes in office practices and procedures. The Program Assistant reports directly to the Director of the Office of Finance and Administration and serves as part of the team to carry out the department’s goals.
The Program Assistant is responsible for maintaining a welcoming and open environment in the Office of Finance and Administration. He or she will be a leader in providing high quality service to all who contact the office. The Program Assistant will also ensure that the finance and administration functions of the office run effectively, efficiently, and in keeping with the Vision, Mission, and Values of the University of San Francisco.
• Provides key administrative services as stable point of contact for highly dynamic and fast paced office of Finance and Administration.
• Acts a resource liaison between and among faculty, students and the University community and members of the public. Must establish and maintain effective working relationships with peers in other offices.
• Helps create warm, welcoming environment and greets and assists faculty, students, staff and other visitors to the office. This may include answering the Senior Director’s main phone line.
• Assist in providing ongoing training and support to all SOM users within the school for all administrative transactions, University administrative systems, policies, and procedures.
• Maintain a strong working relationship with faculty and staff to ensure an understanding of the SOM administrative priorities and strategies.
• Gather data, provide analysis, and prepare spreadsheets and power point presentations.
• Work with new faculty and staff to ensure they are in all systems.
• Assist in maintaining all Faculty and Staff directories and databases.
• Assist Senior Director and Director in delivering staff trainings and school staff meetings for non-academic personnel as necessary for the staff’s successful performance of their work activities.
• Assist with hiring and scheduling of student workers.
• Supervise Office of Finance and Administration students and prepare evaluations.
Finance, Accounting, Payroll:
• Maintain a strong working relationship with faculty and staff to ensure an understanding of the SOM financial priorities and strategies.
• Assist in providing ongoing training and support to all Concur and Banner Financial users within the school for all financial transactions, University financial systems, policies, and procedures.
• Assist the Senior Director and Director to establish effective cost-control measures of all departments by budget monitoring uses tools such as departmental spreadsheets and Banner Financial.
• Process payroll records and data for all new and existing School of Management Full time Faculty, Adjunct Faculty and Students through e-pafs.
• Prepares and processes Faculty, Staff and Student departmental purchases, payments, reimbursements through the use of Concur, purchase requisitions, check requests, petty cash vouchers, etc.
• Assist in the processing of monthly reconciliations for departmental credit card to ensure University procedures are upheld.
• Provide building access and maintenance for Malloy Hall and 281 Masonic (MA) buildings, including internal and external campus areas.
• Manage distribution and records for all SOM keys distributed.
• Act as the liaison with Facilities Management, Janitorial Services, Project Management, Catering and Campus Security for security, access and maintenance of both buildings.
• Track building issues and refer them to Facilities Management for maintenance.
• Assist in the relocations and new assignments of offices and furniture for new and existing faculty and staff.
• Process requests and manage inventory of all office, instructional and other supplies and equipment for the school; work with purchasing department to process orders
• Process and opens work orders.
• Collaborate closely with faculty and staff departments to ensure that needs are being met at appropriate service levels.
• Work with ITS department to process equipment, phone requests, software and assistance requests for all faculty and staff.
• Help coordinate event logistics (room reservations, catering and supply orders, copy, requests, etc.) and work with event scheduling and other internal and external campus offices for meetings/events lead by Senior Director and Director of Finance and Administration.
• Assists with proofreading, formatting documents, and word-processing for department documents.
• Serves as back-up to the distribution of SOM mail, opening work orders and ordering business cards.
• Serves as a back-up for all data entry of department web pages as directed.
• Serve on School on University committees as assigned.
• Manage the calendar for the Senior Director and Director by scheduling and confirming meetings with internal and external parties, coordinating travel plans, and making reservations.
• Assist with hiring and scheduling of student workers. Supervise Office of Finance and Administration students and prepares evaluations.
• Provide assistance on special projects and/or other duties as assigned by the Director and/or Senior Director of Finance and Administration.
Post high-school degree preferred. Three to five years’ experience in an accounting, financial and/or administrative field. Strong priority management and attention to detail, including ability to prioritize multiple assignments and deadlines accurately under pressure. Demonstrates strengths in the areas of service and team skills; including evidence of ability to work independently and in close conjunction with others. Excellent interpersonal skills are essential. Experience dealing with a variety of people in a professional manner.
Advanced spreadsheet (Excel), word processing, database applications (FileMaker Pro, Banner, Access), University reimbursement systems (Concur) required.
May be required to work on occasional Saturday’s to support internal, external and/or events. In the event of Saturday work, the Saturday off day will be traded for Mondays. Likewise, some days may be required to work beyond 5PM until and up to 8PM.
• Advanced knowledge about financial and administrative concepts, principles and practices. Handles diverse situations and uses written and unwritten policies and practices in addition to judgment to resolve conflicts and concerns.
• Initiates and held responsible for completion of special assignments/projects. Manages multi-project deadlines. Evaluates tasks priorities and effectively delegates if needed to their student workers. Makes suggestions on the most efficient methods in handling multi-tasks.
• Works cooperatively and establishes effective working relationships with peers in other departments. Uses tact, diplomacy, discretion and judgment in regular contact with faculty, staff, student and others within and outside USF.
• Ability to work in fast paced environment and perform multiple tasks and keep track of multiple boundary conditions. Able to be self-motivated to start and/or complete projects independently. Able to seek direction when needed. Assertive and able to communicate risks and organizational exposures.
To be considered for this position please visit our web site and apply on line at the following link: www.usfjobs.com 
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.