Please visit our careers page at https://www.usfca.edu/hr for a list of all our opportunities!
Highlights
- Hourly, On-site role. Union Membership Required.
- Benefits package: A robust Employee Assistance Program, Free Gym Membership at USF, generous retirement plan, Tuition Remission, Monthly Commuter Stipend, and more! Visit us at https://myusf.usfca.edu/sites/default/files/documents/HR/OGC/Complete_with_DocuSign_USF_OPE_CBA_060122_-_.pdf to learn more!
- USF is deeply committed to the health and well-being of our team! Visit us at https://myusf.usfca.edu/human-resources/benefits/wellness-benefits to learn more!
- USF also offers a positive work-life balance and learning & development opportunities! Visit us at https://myusf.usfca.edu/human-resources to learn more!
Position 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, general office operations, customer service, research, expense processing, and proofreading and editing. Additionally, this candidate should possess initiative, independent judgment and good decision-making to efficiently plan, prioritize, and organize a diverse workload and to recommend changes in office practices and procedures.
Under the general supervision of the Manager of Administration, the Program Assistant provides general and executive level administrative support to the Office of the Vice President and other Development departments, including consistent and responsive on-site support to division staff: greeting and welcoming guests, assisting with technology needs such as assigning loaner laptops and reserving conference space, maintaining office and kitchen supply inventories, staffing events as needed, supporting people operations functions, and assisting with the day-to-day administrative operations of the fast-paced Office of the Vice President and Development Division. The Program Assistant deals with a diverse group of external callers and visitors and internal contacts at all levels of the organization.
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.
General Office Operations Support
- Proactively support all aspects of office space needs including hoteling/shared space management and general on-site support for all division staff
- 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, sorting/delivering daily mail and assisting with mailroom deliveries
- Hire, supervise and train student interns, manage student worker schedules, projects, workload and seating assignments
- Greet visitors and answer phones in a professional and courteous manner; independently respond to inquiries for information and assistance (both internal and external)
- Manage division technology inventory and act as central contact for computer replacement process, software licensing, and general troubleshooting
- Execute technology and facilities projects, special requests, and general maintenance
- Proactively maintain and update central division resources such as the Development Canvas page; train division staff to access and update these resources
- 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
- Support special projects as needed for all areas
People Operations Support
Under the supervision of the Assistant Director:
- Execute administrative tasks associated with hiring, onboarding, separations such as updating mailing lists, databases, technology inventory, calendars and events, etc.
- Assist with candidate interviews for various positions including interview schedules, travel, hotel accommodations and tours
- Conduct regular candidate research, updating contact information. Add new contacts and edit old contact information to master network list. Create position specific pipelines for common open positions.
- Provide administrative support for talent management programming including annual performance reviews, employee engagement survey, manager meetings, team building sessions and planning retreats
- Assist with conference preparation and follow-up
- Assist with scheduling for various meetings for staff, including candidate interviews, training, and other programs
- Assist with preparation of meeting materials and follow up on items from meetings
- Other duties as assigned
Financial Processing
- Support and partner with the Sr. Director, Associate Director, and Manager of Administration with operational tasks including processing expense reports, invoices, purchase orders and contracts for the VP office
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
- 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, including assisting with production and distribution of the VP weekly email
- 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 breaks and occasional weekends or evenings 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
- Previous higher education or Development experience is a plus
- Proficiency in Google Suite applications and Microsoft Office Suite, with intermediate to expert level skills in Excel, Word and PowerPoint
- 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
- 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 independently and within a team
- Excellent follow-up skills and attention to detail
- Strong telephone, email, written and oral communication skills
- Outstanding proofreading skills
USF values diverse experiences, perspectives, and we encourage everyone who meets the minimum qualifications to apply. While having the “desired” qualifications make for a stronger candidate, we encourage applicants who may not feel they check ALL of those boxes! We are always looking for individuals who will bring something new to the table!
