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Program Assistant V: Office of the Vice President
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Position Number: 2946327
Location: San Francisco, CA
Position Type: Academic Vice Presidents and Provosts

Program Assistant V: Office of the Vice President
University of San Francisco

R0005874
USF Hilltop Campus

Job Title:
Program Assistant V: Office of the Vice President

Job Summary:
The University of San Francisco seeks a highly motivated, team-work driven, flexible candidate who thrives in a dynamic culture to serve as a Program Assistant V (PA). Ideal candidates will have proven proficiency in the areas of director/executive level support, research, expense processing, proof reading and editing, and customer service. Additionally, this candidate should possess initiative, independent judgment and good decision-making to efficiently plan, prioritize, and organize a diverse workload.

Under the general supervision of the Senior Director of Administration, provides general and executive level administrative support to the Office of the Vice President and other development units. This position deals with a diverse group of external callers and visitors and internal contacts at all levels of the organization. Primary support including but not limited to greeting and welcoming guests, processing expense reports, maintaining, organizing and stocking office and kitchen supply inventory, staffing events as needed, assisting with assigning loaner laptops and reserving conference space. This position manages the day-to-day administrative operations of the fast-paced Office of the Vice President, handling highly-sensitive, confidential communications, information and materials with the highest level of discretion.

Critical skills in support of this position include a superior customer service and teamwork orientation, great flexibility, professionalism, multi-tasking dexterity, and a friendly demeanor. In addition, independent judgment and resourcefulness are required to plan, prioritize and organize a diversified workload and to recommend changes in office practices and procedures.

Full Job Description:

General Office Operations Support

Manage desktop technology inventory and act as central contact for Division computer replacement process
Initiate and track facilities items including furniture orders and maintenance requests
Initiate and track and manage installation of office hardware such as printers, conference TVs, etc.
Manage shared calendars for reserving loaner laptops, conference lines and other office assets
Independently execute office moves which includes gathering information, communicating to impacted parties and being a central point of contact for move planning and furniture acquisition
Provide office operation support, which will include ordering supplies, maintaining stock, kitchen organization, ordering parking permits, troubleshooting office equipment, scheduling FedEx pick-ups, updating holiday and out-of-office calendars, ordering stationary and business cards, initiating and renewing subscriptions and sorting/delivering daily mail
Develop and maintain relationships with "key partner" USF departments in support of Development operations including Business and Finance, Bon Appetit catering services, Events Management, Public Safety, Facilities Management, ITS, and others
Manage sensitive information with the highest level of discretion and confidentiality
Supervise and train student interns, manage student worker schedules, and seating assignments

Financial Processing

Support and partner with the Sr. Director of Administration and Associate Director of Administration with operational tasks including processing expense reports, invoices and contracts for the VP office

People Operations Support

Under the supervision of the Senior Director and Assistant Director:

Participate in and manage specific activities in support of onboarding new staff such as updating photo directories and phone rosters, communicating new staff information to the division, ordering computers and supplies for new work area, requesting access and training on behalf of new staff to University systems and space as necessary, updating division wide events calendaring, and other duties related to ensuring new staff are appropriately prepared to operate successfully
Update and track professional development requests and activities for Division staff
Initiate and track tasks related to staff separations
Provide administrative support for special projects as needed

Administrative Support

Working closely with the VP Office administrative support team, provide general administrative support to the office of the Vice President as well as take ownership of special projects as assigned
Greet visitors and answer phones in a professional and courteous manner; independently respond to inquiries for information and assistance (both internal and external)
Maintain updated versions of rosters, directory listings, email distribution lists
Assist with donor research and materials production for mailings and meetings
Draft, proofread, copy, distribute, and file correspondence and communications as needed
Assist in the coordination of division-wide meetings and events, which includes managing room reservations, catering, AV set-up, calendaring, document preparation, document preparation, PowerPoint presentation preparation, other administrative details, and taking minutes when needed
Perform other duties as assigned

Requirements:

Ability to work 7.5 hours daily, from 8:30-5pm with occasional weekends or evenings as needed
Ability to sit, stand, move equipment weighing up to 15 lbs
Ability to travel across campus to locations on lower campus and the hilltop to pick up and deliver items as needed
Post high school education preferred
Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education
Proficiency in Microsoft Office Suite, with intermediate to expert level skills in Excel, Word and PowerPoint
Previous experience processing expense reports with preference for candidates with some experience in budget tracking (Concur knowledge a plus)
Ability to professionally and diplomatically communicate and interact with a diverse group of internal and external callers, visitors, and contacts at all levels, including members of the Board of Trustees and other VIP constituents
Ability to deal with highly confidential and sensitive material in a professional manner
Ability to work with minimal supervision in a fast-paced environment while handling many duties simultaneously
Ability to work independently and within a team
Excellent follow-up skills and attention to detail
Strong telephone, email, written and oral communication skills
Outstanding proofreading skills
Previous higher education or Development experience is a plus

Full-Time/Part-Time:
Full time

Pay Rate:
Hourly

To apply, visit https://usfca.wd5.myworkdayjobs.com/en-US/USF_Staff/job/USF-Hilltop-Campus/Program-Assistant-V--Office-of-the-Vice-President_R0005874.

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 http://www.usfca.edu.