Job Details

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University of San Francisco
  • Position Number: 4001461
  • Location: San Francisco, CA
  • Position Type: Administrative Vice Presidents

Program Assistant IV, MA Professional Communication / MS Energy Systems Management (Location: Downtown San Francisco)
University of San Francisco

Downtown Campus

Job Title:
Program Assistant IV, MA Professional Communication / MS Energy Systems Management (Location: Downtown San Francisco)

Job Summary:
The University of San Francisco offers a competitive and comprehensive benefits package for eligible faculty, staff, and their families through its 25+ benefits and wellness programs, including medical, dental, vision, childcare subsidy, tuition remission, retirement contributions, and much more.

The College of Arts and Sciences pairs a rigorous academic curriculum with an urban, global perspective. The college's vision of success involves both the head and the heart, giving students the skills and compassion to fashion a more just and humane world.

Under the general supervision of the Associate Dean and under the direction of the Program Directors, the Program Assistant IV will provide full-time administrative support services to two graduate programs at the University's downtown location in San Francisco (101 Howard Street): the MA in Professional Communication and the MS in Energy Systems Management.

The schedule for this position is typically 9:00 AM to 6:30 PM with every other Friday off. Currently, there is the option to work remotely one day per week.

Full Job Description:

Job Responsibilities:
  • Provides administrative support to full- and part-time faculty in the programs.
  • Serves as the first point of contact for the programs, ensuring a positive first impression for current and prospective graduate students to support recruitment and retention.
  • Ensures that the administrative functions of the office run effectively, efficiently, and in keeping with the Vision, Mission, and Values of the University of San Francisco.
  • Organizes work, sets priorities, and manages the program office and under the general guidance of the Directors.
  • Acts as a resource person/liaison between and among faculty, students, and the University community, as well as members of the public.
  • Receives and screens a variety of calls. Takes information, answers inquiries, provides information using knowledge of University, College and program academic policies and procedures.
  • Assists with planning and coordinating events and activities to promote the program/institute and build community.
  • Processes invoices and purchases supplies and other support for the program/institute.
  • Modifies and creates new procedures to increase efficiency, maintain confidentiality, or work flow using knowledge of operations and creative problem solving techniques.
  • Handles confidential, sensitive materials relating to faculty, students and other issues.
  • Provides administrative support for professional and scholarly activities of the faculty.
  • Hires, trains and supervises student assistant(s).
  • Creates or inputs, revises, stores, retrieves, edits and prints a variety of (sometimes confidential) documents, reports, or records using word processing software. Prepares and does minor editing of manuscripts (e.g., technical manuscripts, those written in a foreign language), reports, grant proposals, catalog copy, meeting minutes, class schedules, tests, and course syllabi and manuals, as well as routine correspondence.
  • Sets up, maintains and revises record-keeping procedures and files as appropriate for the programs.
  • Performs other duties as assigned.

Minimum Requirements:
  • 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.
  • Must be able to work independently without close supervision.
  • Ability to handle diverse situations and meet demanding deadlines.
  • Excellent oral and written communication skills including correct use of grammar, spelling and punctuation.
  • Knowledge of standard office procedures and functions.
  • Must be able to interact with faculty, students, staff, academic community and the public with tact, discretion, and courtesy; contribute to the professional environment.
  • Experience in student services/student advising preferred.
  • Ability to maintain confidentiality.
  • Ability to word process with speed and accuracy.
  • Ability to create and maintain spreadsheets with accuracy.
  • Must be flexible and readily adaptable to change, have good organizational skills and be able to prioritize masses of detail.
  • Must have or quickly develop an understanding of academic policy and administrative operations.
  • Ability to use desktop publishing software and equipment to design and produce high-quality publications preferred.
  • Previous experience in an educational, multicultural setting is preferred.
  • Must have, or quickly develop, understanding of academic policy and administrative operations as well as credible stature with members of the academic community and public.
  • Demonstrated ability and experience working with diverse faculty and students and cultivating an inclusive environment that supports USF's Jesuit mission.

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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