Program Assistant 4

Job Title:

Program Assistant IV

Job Summary:

The Program Assistant is a critical staff member within the Center for Academic and Student Achievement (CASA) in the Division of Student Life. Under the general supervision and direction of the Associate Director, the Program Assistant is responsible for providing administrative support to CASA programs and staff, serving a university-wide undergraduate population of over 5,000 students.
As a member of the larger staff within Student Life, CASA supports student development in the Jesuit tradition. The mission of Student Life is to fully support holistic student development within a social justice framework that prepares students to be caring, socially responsible citizens in our global and local community.

The Program Assistant will work with CASA staff in developing and implementing new and on-going administrative functions and records of undergraduate students. In fulfilling that charge, the Program Assistant will take into account the overall best interests of the center by working with other units to ensure the best and highest use of the center’s resources. Furthermore, the Program Assistant will ensure that the University’s Vision, Mission and Values Statement, and Strategic Initiatives are the foundation of administrative functions.

Full Job Description:

Job Responsibilities

Administrative and Operations

• Understands, applies and disseminates University policies and procedures related to CASA, and ensures that the University’s mission is carried out through all operational aspects.

• Develops and maintains manuals and procedural documentation for new and existing processes utilized by CASA. Maintains department documents in a centralized location. Manages files and forms on the DS drive (CASA’s shared server) and Google Drives.

• Coordinates weekly staff meetings, including creating agendas and inviting guests. Takes meeting minutes and distribute them for review.

• Coordinates and schedules drop-in shifts for the team during peak times.

• Maintains the CASA office space, ensuring it is organized and functional.

• Provide assistance at the front desk, including greeting visitors and screening calls as needed.

• Assists with the office's email correspondence as needed.

• Helps to coordinate room bookings.

• Assists associate dean with school of Management waitlist process.

• Prepares and submits work orders, furniture requests, IT requests, ordering office materials and supplies as needed. 

Case Management and Technology Support

• Utilizes our data systems to assist with student case management. This may require handling confidential or sensitive materials, data entry, reporting, tracking all student-related correspondence, and organization of forms. 

• Provides support for the office’s technology tools and platforms, including troubleshooting basic issues, coordinating with ITS, and maintaining updated user guides.

• Supports allocation of student caseloads, and prepares communication regarding assignments.

• Manages Common Applications and Dean’s Official Report and Transfer letters.

• Communications and Marketing

• Helps organize outreach to targeted student populations who may be deemed at-risk, including assisting with the academic probation and academic disqualification process.

• Responsible for social media content and design marketing materials.

• Creates posters, signs, and labels needed for the center.

• Generates standardized letters and notices to students and faculty; makes updates as needed

• Coordinates tabling efforts and prepares materials for university events.

Committee Work

• Acts as liaison with various campus partners as requested.

• Serves on CASA committees as appropriate.

HR & Finance Support

• Assists Associate Director with staff onboarding/separation processes.

• Utilizes Concur to process payments for vendors, invoices, and reimbursement requests.

• Contributes to staff celebrations and organizes events or activities to support team morale.

• Trains and supervises student assistants as needed.

• Serves as back-up to the Associate Director, and assists Front Desk Coordinator as needed.

• Performs other duties and takes on special projects as assigned.

Qualifications

• Post high school education preferred.

• Three years of increasingly responsible experience in administrative support work or related education.

• Have or can quickly develop an understanding of academic policy and administrative operations.

• Proven ability to maintain confidentiality and ability to prioritize sensitive and high-risk situations.

• Demonstrated interpersonal abilities, including maintaining a calm and professional demeanor in a high-pressure environment. Able to respond compassionately to students and parents under stress, and provide them with support, accurate information, and referrals.

• Flexible and able to pivot and problem solve. Capable of exercising independent decision making.

• A multi-tasker with excellent organizational skills who can manage complex projects and prioritize deadlines, while producing high-quality work.

• Knowledge of standard office procedures, functions, and equipment. Demonstrated ability to use technology to streamline operations.

• Proficient in university database systems and with Google Suites preferred.

• Superior oral and written communication skills including the ability to draft correspondence, presentations, and other communication materials.

• Excellent proofreading skills required.

• A strategic thinking with a demonstrated ability to take initiatives.

• Must value and be able to provide “service to others” in support of the Jesuit tradition and values.

Full-Time/Part-Time:

Full time

Pay Rate:

Hourly

Salary Range :

$32.28/hour hire-in rate, with a 5% increase after success completion of probationary period.