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Job ID: 203805

Program Assistant - Office of Graduate Admission
University of San Francisco

Date Posted Jan. 19, 2023
Title Program Assistant - Office of Graduate Admission
University University of San Francisco
San Francisco, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Admissions/Student Records/Registrar

Program Assistant - Office of Graduate Admission
University of San Francisco

Downtown Campus

Job Title:
Program Assistant - Office of Graduate Admission

Job Summary:
Under the general supervision and direction of the Director of Graduate Admissions, the Program Assistant IV provides day to day support for recruitment, admissions, and program management activities related to the enrollment of a high quality domestic and international class of graduate students in the USF School of Management. Both within the University and to the external community, the Graduate Recruiting and Admissions Program Assistant is a spokesperson, representative, and advocate for the graduate programs.

As a Jesuit institution, diversity, equity, and inclusion are fully embraced at all levels of the University. An applicant interested in the position in the department must have demonstrated commitment to social justice and cultivating an inclusive environment that supports care for the whole person, and an ability to work with a diverse group of students, faculty, and staff.

Full Job Description:

  • Helps create a warm, welcoming environment and assists faculty, students, staff and other visitors to the office.
  • Manage the front line communications for the department, which can include: prospective inquiries; student inquiries; or department inquiries.
  • Counsel inquiries on program formats, application requirements, and policies and procedures of admissions and/or enrollment process.
  • Collaborate with staff in GSA, Alumni & External Relations, and Operations to coordinate events including, but not limited to:
    • Recruitment fairs & Information Sessions
    • Open House
    • Student Events
    • Misc. Events
  • Inventory maintenance, shipping, and purchasing: brochures, swag, letterhead, etc.
  • Assist in the smooth transition of accepted students to deposited and enrolled students.
  • Create, train, and develop office procedures to increase efficiency & understanding with Slate and/or Banner.
  • Modifies and devises 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.
  • Support department with student needs including but not limited to: course registration, canvas support, curriculum communication, scheduling.
  • Processes invoices and purchases supplies and other support for the program.
  • Creates or inputs, revises, stores, retrieves, edits and prints a variety of (sometimes confidential) documents, reports, or records.
  • Participates in the application and student document review and verification.
  • Participates in creating & editing e-comms, web content, and social media plans within the department.
  • Support Executive MBA students one weekend per month as needed (Thursday-Saturday) in-person requirement.
  • Communicate with program stakeholders for travel, logistics, and course or event scheduling.
  • Administer regular surveys for applicants and/or students; partner with the Program Directors to develop and implement program changes and improvements based on survey data.
  • Maintain accurate, current academic files and records of program development activities, including curriculum design and content, co-curricular activities, and other relevant data.
  • Other duties as assigned.
  • Good at: Calendars, Good at talking, good with task management, collaborates


  • Post high school education preferred.
  • Four years of increasingly responsible experience in administrative support work or related education, including at least two years in a senior administrative support role.
  • Able to work independently in the absence of specific instructions.
  • Experience working with graduate students is a plus.
  • Experience strongly desired in word processing, spreadsheets, CRM systems.
  • Applicants must have a strong equity lens, cultural humility, and a proven record of embracing differences and creating a safe inclusive spaces and working environments that would support USF's Jesuit mission.
  • Proven ability to function in a leadership capacity, working with minimal supervision and a high degree of autonomy in establishing priorities, making decisions, and carrying through tasks on deadline.
  • Strong ability and commitment to working in a team environment. Excellent verbal and written communication skills are a must.
  • High customer service values and an exceptional level of professionalism are required.
  • Must be able to work some evenings and weekends.

Full time

Pay Rate:

Salary Range :

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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