Program Assistant 5

Job Title:

Program Assistant V, Deans' Office, School of Law

Job Summary:

The University of San Francisco School of Law is seeking an individual to provide comprehensive support in the Deans’ Office. The position works with minimal supervision to carry out routine and dynamic requests, maintain and improve existing processes, and solve complex challenges as part of a senior-level team serving students, alumni, faculty, staff and other constituents. The successful candidate will be professional, discreet, flexible, organized, a self-starter, conscientious, detail oriented, and committed to fostering an equitable and inclusive work environment. The position reports to and provides direct support for the Senior Director of Administration and Finance and is available to provide support to other members of the Deans’ Office and other School of Law departments as needed. The position supports finance and human resource administrative functions as well as other office and School of Law operations, including reception, facilities, ITS and special project support. The position is in person and is located at the front desk of the Deans’ Office.

Full Job Description:

Job Responsibilities

• Work directly with Deans’ Office staff on office operations tasks and special projects as needed.  Manage and provide project support and other duties as requested to support the operational needs of the Deans' Office and the School of Law.  Serve as one of two front desk receptionists in the Deans’ Office, welcome, direct and respond to guests, answer phones, order supplies, and perform other administrative tasks for the Deans’ Office such as scheduling appointments, photocopying, faxing, ordering lunches, shipping, sorting mail, and assisting with special projects as needed.  Provide, as needed, packets, reports, and related presentation materials, distribute the materials in advance of meetings, manage or oversee room reservations and catering, and maintain records of committee meetings, faculty meetings, and other Dean-involved meetings as needed.  Manage the hiring, training and supervising of student assistants.  At all times work as a team-member to ensure the smooth, professional, and efficient running of the Deans’ Office. 

• Provide comprehensive support with accounting tasks, facilities and ITS requests, programmatic needs, and human resource related functions, as well as office operations functions and special projects.  Work to ensure that the School of Law’s facilities are well-maintained, in good working order, and fulfilling the School of Law’s needs.

• Work directly with the Senior Director of Administration and Finance on budget tracking and reporting, processing invoices and expense reports for the Deans’ Office and other departments as needed, and providing other finance support as requested. 

• Assist in the completion of human resources tasks including Workday and form processing, supporting the hiring process, onboarding and offboarding employees, and maintaining records and files for faculty, staff and student assistants.  Help resolve issues regarding policies and procedures in the absence of the Senior Director.  Assist in coordinating the planning and execution of HR events such as birthday, retirement, and staff/faculty appreciation celebrations.

• Additional duties as requested to support the operational needs of the Deans’ Office and the School of Law.

Minimum Requirements

• Understanding and commitment to USF’s mission, vision, and values.

• High school diploma or GED required.  Post high school education preferred. 

• A minimum of 5 years of increasing responsibility in administrative assistant work with a preference for experience supporting senior level executives or academic administrators.

• Must be customer service and team-oriented with the ability to establish effective working relationships with staff, faculty, department administrators, and the public.

• Experience with or the ability to work with a diverse student body, faculty and staff.  Strong equity lens, cultural humility and proven ability to work well in a diverse context.

• Excellent communication (both oral and written), organizational, time management and analytical skills required. 

• Highly attentive to detail and accuracy.

• Demonstrated ability to juggle multiple responsibilities and competing priorities in a fast-paced environment while remaining calm and professional.

• Demonstrated ability to work independently and resolve problems, seeing projects through to their completion.

• Proven ability to be discreet when dealing with sensitive and confidential information.

• Excellent computer skills including Microsoft Office Suite (Word, Excel, PowerPoint).  Familiarity with Workday preferred.

• Ability and willingness to occasionally lift and carry up to 40 lbs.

Full-Time/Part-Time:

Full time

Pay Rate:

Hourly

Salary Range :

$34.00/hour