Program Assistant IV, English and MFA in Writing

University of San Francisco

About The Position

The Program Assistant IV provides administrative support services to the English Department and the MFA in Writing program at the University of San Francisco. The role works under the general supervision of the Assistant Dean and under the direction of the department chair, program director, and program manager. It supports effective and efficient program operations in keeping with the University’s Vision, Mission, and Values, and helps create a warm, welcoming environment for faculty, students, staff, and visitors.

Requirements

Post-high-school education is preferred.
Four years of increasingly responsible administrative support experience or related education, including at least two years in a senior administrative support role.
Ability to work independently without close supervision and as part of a team.
Ability to handle diverse situations and meet demanding deadlines.
Excellent oral and written communication skills, including correct grammar, spelling, and punctuation.
Knowledge of standard office procedures and functions.
Ability to interact with faculty, students, staff, the academic community, and the public with tact, discretion, and courtesy, and to contribute to a professional environment.
Ability to maintain confidentiality.
Ability to word-process quickly and accurately.
Ability to create and maintain spreadsheets accurately.
Flexibility, adaptability to change, strong organizational skills, and ability to prioritize substantial detail.
Ability to develop an understanding of academic policy and administrative operations.
Demonstrated 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.
Understanding of and commitment to USF’s Vision, Mission, and Values in creating a learning environment that nurtures a faith that does justice.

Nice To Haves

Experience in student services or student advising.
Ability to use desktop publishing software and equipment to design and produce high-quality publications.
Previous experience in an educational, multicultural setting.

Responsibilities

Provide administrative and operational support for the English Department and MFA in Writing program offices.
Welcome and assist faculty, students, staff, and other visitors.
Organize work and set priorities with guidance from the English department chair and the MFA in Writing academic director and program manager.
Collaborate across University departments and serve as a liaison for faculty, students, staff, and external partners.
Receive and screen calls and emails, provide information, and answer inquiries about University, College, and program academic policies and procedures.
Assist with planning and coordinating events and activities that promote the center and programs and build community.
Process invoices and purchase supplies and other program support.
Modify and create procedures to improve efficiency, confidentiality, and workflow.
Handle confidential and sensitive materials relating to faculty, students, and other matters.
Provide administrative support for faculty professional and scholarly activities.
Recruit, onboard, train, and supervise student workers in compliance with legal standards and practices.
Create, enter, revise, store, retrieve, edit, and print documents, reports, and records using word-processing software; prepare and perform minor editing of manuscripts, reports, grant proposals, catalog copy, meeting minutes, class schedules, tests, course syllabi and manuals, and routine correspondence.
Maintain and regularly update the digital program assistant manual.
Schedule and attend program meetings and take minutes.
Set up, maintain, and revise program record-keeping procedures and files.
Perform other duties as assigned.