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Job ID: 136957

Program Assistant IV - Downtown Campus / Graduate Academic Program Support
University of San Francisco

Date Posted Jan. 24, 2020
Title Program Assistant IV - Downtown Campus / Graduate Academic Program Support
University University of San Francisco
San Francisco, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Administrative Support/Services

Program Assistant IV - Downtown Campus / Graduate Academic Program Support

University of San Francisco


Downtown Campus

Job Title:
Program Assistant IV - Downtown Campus / Graduate Academic Program Support

Job Summary:
The Program Assistant/Downtown Campus Support will provide a full range of administrative services to the Assistant Director of Graduate Operations, graduate staff departments and faculty. This position is a member of the 101 Howard operations team and should portray the University's Jesuit vision, mission and values as a foundation for their interactions with staff, faculty and students. The Program Assistant will coordinate and cooperate with other USF constituents in providing the services needed to support the educational mission of the School of Management.

Full Job Description:

Essential Job Responsibilities
  • Assist Program Directors with administrative tasks for the development and maintenance of their respective programs. This includes communication with the University and school administration, program faculty, alumni, advisory boards, and student leadership
  • Collaborate with the Program Directors in the successful phases of the program in dialogue and collaboration with the admission office, graduate student affairs, career program, and alumni office.
  • Suggest, coordinate and manage relation with nonprofit organizations and projects relevant to the experiential learning components of the MNA program - especially in the practicum, capstone, and internship courses.
  • Assist the Program Directors with the communication and reporting of the programs including the financial reports, social media communication, and program evaluation reports

  • Provides front desk support in the absence of the Program Assistant/Office Coordinator
  • Provides administrative services as stable point of contact for highly dynamic and fast paced operations department.
  • Contribute to a warm, welcoming, receptive environment by greeting and assisting faculty, students, staff and other visitors coming into the office. This also includes assisting over the telephone.
  • Acts as resource liaison between and among faculty, students and the University community and members of the public. Establish and maintain effective working relationships with peers in other offices.
  • Assists Assistant Director of Graduate Operations and Office Coordinator with facilities management of classrooms and all meeting spaces
  • Handle requests for duplicating, scanning and faxing of office materials.
  • Works collaboratively with academic department program assistants on main campus to ensure timely delivery of materials and supplies to faculty teaching at 101 Howard
  • Provides general administrative support for faculty housed at Downtown Campus
  • Assists with proofreading, formatting documents, and word-processing for department documents
  • Maintains calendars as requested, scheduling appointments and meetings.
  • Schedules and coordinates meeting space for graduate program meetings housed at 101 Howard.
  • Records and disseminate minutes for academic programs or other meetings if needed
  • For various program events, coordinates logistics, makes appropriate room reservations, catering, and facilities set-up, audio visual and sound equipment.
  • Reports all catering, meeting, and event expenses in advance, to facilitate budget monitoring.
  • Prepares and submits expense reports via Concur, purchases, payments, reimbursements through the use of purchase requisitions, Concur Expense, and Concur Invoice.
  • Gathers data, provides analysis and prepares spreadsheets and PowerPoint presentations
  • Maintains information as required for academic programs and University initiatives

Other Responsibilities:
  • Performs other duties as assigned by Assistant Director of Graduate Operations

  • Advanced knowledge of administrative concepts, principles and practices. Able to handle diverse situations, using written and unwritten policies and practices in addition to using own judgment to resolve conflicts and concerns.
  • Able to initiate and accept responsibility for completion of special assignments/projects. Can manage multi-project deadlines, evaluate task priorities and make suggestions on the most efficient methods in handling multi-tasks.
  • Works cooperatively and establishes effective working relationships with immediate peers as well as peers in other departments. Uses tact, diplomacy, discretion and judgment in regular contact with faculty, staff, student and others within and outside the university.
  • Ability to 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.

Full time

Pay Rate:

To apply, visit

The University of San Francisco is located in the heart of one of the worlds 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 students passion for social justice and a desire to Change the World From Here. For more information, visit


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