Program Assistant IV, History Department and Media Studies Department

Job Title:

Program Assistant IV, History Department and Media Studies Department

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. This position is a terrific opportunity for a self-motivated, detail-oriented team player inspired to help realize this vision.

Under the general supervision of the Associate Dean and under the direction of the Department Chairs/Coordinators, the Program Assistant IV will provide administrative support services to the Department of History and the Department of Media Studies, and for full- and part-time faculty in the department and associated programs.

Full Job Description:

Job Responsibilities:

•  Provides administrative and operational support to run the department office effectively, efficiently, and in keeping with the Vision, Mission, and Values of the University of San Francisco.

• Helps create a warm, welcoming environment and assists faculty, students, staff and other visitors to the department.

• Organizes work, sets priorities, and manages department  office under the general guidance of the Chair/Coordinators.

• Collaborates cross-functionally across University departments and acts as the department liaison for faculty, students, staff, and external partners.

• Serves as the first point of contact to receive and screen a variety of calls and emails. Takes information and answers inquiries using knowledge of University, College and department/program academic policies and procedures.

• Assists with planning and coordinating events and activities to promote the programs and build community.

• Processes invoices and purchases supplies and other support for the department.

• 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.

• Recruits, onboards, trains, and supervises student worker(s) in compliance with legal standards and practices.

• 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, reports, grant proposals, catalog copy, meeting minutes, class schedules, tests, and course syllabi and manuals, as well as routine correspondence.

• Maintains digital Program Assistant manual and regularly revises to ensure specific department/program procedures, routine tasks and events, and other information are up to date.

• Schedules and attends department/program meetings and takes minutes.

• Sets up, maintains and revises record-keeping procedures and files as appropriate for the Department/Program. 

• 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 and as a member of a team.

• 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 pre