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Job ID: 125038

Program Assistant IV - Academic Department Support - School of Management
University of San Francisco

Date Posted Jul. 1, 2019
Title Program Assistant IV - Academic Department Support - School of Management
University University of San Francisco
San Francisco, CA, United States
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
  • Other Administrative Categories
  • Administrative Support/Services

Job Title:
Program Assistant IV - Academic Department Support - School of Management

Job Summary:
The Program Assistant will provide a full range of administrative services to the faculty and the Chairs of several academic departments in Academic Affairs as well as the leadership of the Academic Affairs team. They will coordinate and cooperate with other Academic Department Support Program Assistants in providing the services needed to support the educational mission of the School of Management faculty and administration.

Supervisor: Assistant Director of Academic Affairs

Full Job Description:
Administrative Support to Department Faculty:
  • Provides administrative services as stable point of contact for highly dynamic and fast paced department composed of faculty (part-time and full time), Research and Teaching Assistants as well as staff (from within and outside USF).
  • 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.
  • 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.
  • Handle requests for scantrons, duplicating, scanning and faxing of instructional materials.
  • Order textbook/desk copies for the department faculty-coordinate with Bookstore and if needed ship through the courier.
  • Perform the initial review of department faculty purchases and expense reimbursement requests to ensure all appropriate documentation has been provided prior to submitting to the Office of Finance, Budgeting and Planning.
  • Requests campus parking for department guests.
  • Supports administratively Institutes, groups and Committee related to their department.

Administrative Support to Department Chair:
  • Maintains the Department Chair's calendar as requested for scheduling appointments and meetings.
  • Schedule meeting space for Departmental meetings. Coordinate with faculty to assure that meeting space has necessary equipment, in working order, in advance of meetings (computers, projectors, and telecom).
  • For various department events, coordinates appropriate room reservations, catering, and facilities set-up, audio visual and sound equipment. Be present for the duration of the event if required.
  • Record and disseminate minutes for department or other meetings.
  • Report to Chair all catering, meeting, and event expenses in advance, to facilitate budget monitoring.
  • Prepares and submits departmental purchases, payments, reimbursements through the use of purchase requisitions, Concur Expense, Concur Invoice, and petty cash vouchers.
  • Maintain information as required for the various departments and University initiatives.
  • Prepare and maintain requisitions, facilitating acquisition of instructional needs (books, instructional media).
  • As needed, assist with facilitating and scheduling faculty candidate interviewing for fulltime faculty positions, which might include travel arrangements, hotel reservations, establishing an itinerary of interviews with the Dean, Associate Deans, faculty members, students, and arrangements for the candidates presentation for the School.

Other Responsibilities:
  • Performs other duties as assigned by the Assistant Director of Academic Affairs.

Minimum Requirements:
High school diploma required. Three to five years' experience in an executive secretary/administrative assistant position. 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 (Tableau, for example), University reimbursement systems (Concur), spreadsheet (Excel) skills, and experience with collaborative software and/or programs (Skype, GoogleDocs, Doodle).

Work schedule would be 8:30am to 5:00pm, Monday through Friday, however, may be required to work on occasional Saturday's 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.

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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