Program Assistant V, Engagement

University of San Francisco

5d•$32 - $37

About The Position

The University of San Francisco seeks a highly motivated, flexible, and collaborative Program Assistant for the Engagement vertical. The role provides administrative support for the Alumni Engagement team and the AVP, including support for the Alumni Association Board of Directors. Under the supervision of the Director of Alumni Engagement and Affinity Networks, the Program Assistant serves as project manager and oversees administrative support functions for the AVP and Alumni Engagement. The position requires initiative, independent judgment, and effective organization of a diverse workload, including project management, event coordination, database maintenance, budget tracking, and reconciliation.

Requirements

Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education.
Knowledge of development practices and familiarity with higher education administration.
High emotional intelligence and strong problem-solving skills.
Demonstrated ability to complete projects on time and within budget.
Exceptional writing, editing, and proofreading skills.
Ability to take initiative and work independently on multiple projects.
Strong organizational skills, attentiveness, and accuracy.
Proficiency with Microsoft Office, specifically Word and Excel, including Mail Merge.
Ability to manage confidential information and adhere to university privacy policies.
Ability to interact professionally with a wide variety of audiences and manage stressful situations.
Proficiency in budget tracking and management.

Nice To Haves

Post-high-school education.
Higher education-related experience.
Previous supervisory experience.
Prior experience with Salesforce and Banner.

Responsibilities

Provide administrative support to the alumni engagement team and support the AVP with the Alumni Association Board of Directors, including scheduling meetings, coordinating logistics, and taking minutes as needed.
Ensure Concur expense reports and invoices for the AVP and alumni engagement team are submitted accurately and on time.
Manage vertical office budgets, project and track Alumni Engagement expenses, and assist with other budgets as needed.
Place and approve department Hilltop Shop orders.
Facilitate quarterly budget review meetings with the AVP and department Director, and update the Senior Director of Administration for Development on projected deficits or surpluses.
Enter media references and activity reports in Salesforce CRM and maintain Salesforce content and campaign libraries.
Partner with the VP Office administrative team on compliance, policy and procedure improvements, financial responsibility, and special projects.
Partner with the VP Office on staff searches and lead onboarding for new vertical staff in coordination with the VP Office and Human Resources.
Support vertical-wide staff events and communications, including monthly meeting agendas and meetings, staff retreats, and team surveys.
Hire and oversee student workers, including scheduling, assigning projects, setting expectations, and providing performance feedback.
Coordinate with department directors on special projects, including best-practice research, event coordination, data collection and management, and meeting and event preparation.
Support event registration and communications for Alumni Engagement events.
Attend events and provide day-of support as needed.