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Job ID: 115774

Program Assistant IV Office of the Dean
University of San Francisco

Date Posted Nov. 14, 2018
Title Program Assistant IV Office of the Dean
University University of San Francisco
San Francisco, CA, United States
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Administrative Support/Services

Program Assistant IV Office of the Dean

University of San Francisco

Job Summary:

The Program Assistant IV is responsible for the comprehensive support of the Office of the Dean in the School of Management. Under the supervision and direction of the Associate Dean for Academic Affairs and the Associate Dean for Undergraduate Programs, the Program Assistant IV provides a diverse range of administrative support while managing multiple tasks and projects. This position includes the support of not only the Associate Deans, but also the Dean and Assistant to the Dean and several committees and task forces associated with academic administration. These include responsibility for duties from the Undergraduate Office (Adviser assignments and change of Academic Programs). In addition to support duties, the Program Assistant IV will provide high level administrative service collecting and tracking large amounts of data and records.
Supervisor: Associate Dean of Academic Affairs

Job Responsibilities:

Serve as receptionist for the Office of the Dean and helps create a warm and welcoming environment, greeting and assisting faculty, students, staff and other visitors. This may include answering the main phone line.
Serve as back-up for the Assistant to the Dean.
Supports the Associate Deans of Academic Affairs and the Undergraduate Programs, Dean, Assistant to the Dean with their daily schedules, travel scheduling, correspondence and expense report processing.
Administratively supports the Promotion and Tenure and Academic Career Prospectus (ACP) processes for full-time Faculty.
Supports Faculty Development Committee (FDC), including meeting scheduling, minute taking, and research grant letters and awards, as well as other administrative support as needed.
Supports Undergraduate Program Committee (UPC), Graduate Program Committee (GPC) and Faculty Governance Committee (FGC), including meeting scheduling, minute taking, and creation/distribution of committee and programming documents.
Supports, when needed, the Strategic Planning Committee.
Supports the Interdisciplinary Studies Assessment (ISA).
Provides administrative support to the Honors Program.
Helps coordinate full-time faculty search efforts.
Prepares and submits purchases, payments, reimbursements through purchase requisitions, Concur Expense, Concur Invoice, and petty cash vouchers.
Creates 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, as appropriate to implement changes.
Handles confidential, sensitive materials including relating to faculty, students and other issues.
Exercises independent judgment and decision making abilities, organizes work and sets priorities.
May assist with data preparation for accreditation or other institutional reporting.
Performs other duties as assigned.
Work schedule would be 8:30am to 5:00pm, Monday through Friday, however, may be required to work on occasional Saturdays and/or weeknights to support internal, external operations and/or events based on operational needs.

Minimum Requirements:

Post high school education preferred. Four years of increasingly responsible experience in administrative support work or related education.
Strong skills in priority management and attention to detail, including 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.
Excellent interpersonal skills are essential. Experience dealing with a variety of people in a professional manner.
Word processing, database applications (Banner, Tableau, and Perfect Forms), University reimbursement systems (Concur), spreadsheet (Excel) skills, and experience with collaborative software and/or programs (Zoom, GoogleDocs and Adobe Suite.)
Work schedule would be 8:30am to 5:00pm, Monday through Friday, however, may be required to work on occasional Saturdays and/or week nights to support internal, external operations and/or events based on operational

Additional Knowledge, Skills, and Abilities:

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.

For information on how to apply, please visit the following link:

EEO Policy
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 individuals 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.


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