Program Assistant V, Arts and Humanities

University of San Francisco

About The Position

The Program Assistant provides administrative support to the Office of the Dean and the College of Arts and Sciences, with a focus on arts and humanities programs and the Ann Getty Institute of Art and Design. The role requires a high degree of accuracy and attention to detail, the ability to manage multiple ongoing projects, and the capacity to work with minimum-to-no supervision. The position directly supports the Associate Dean for Arts and Humanities, the Program Manager for the Ann Getty Institute for Art and Design, and Assistant Deans. The Program Assistant also serves as a resource and liaison for faculty, students, staff, university colleagues, and members of the public; helps maintain a welcoming office environment; handles confidential and sensitive materials; and hires, trains, and supervises student assistants. The role includes other duties and special projects as assigned. The University of San Francisco describes its benefits package for eligible employees and families as including more than 25 benefits and wellness programs, such as medical, dental and vision coverage, childcare subsidy, tuition remission, and retirement contributions.

Requirements

Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education.
Ability to work efficiently and calmly under pressure, with minimum supervision and as part of a team in a dynamic environment with demanding deadlines.
Ability to independently analyze and define problems, plan, problem-solve, and recommend and implement procedural changes.
Advanced experience with computer database systems, word-processing and spreadsheet software, and the ability to use technology to streamline operations.
Superior oral and written communication skills.
Excellent organizational skills and attention to detail.
Ability to interact with faculty, students, staff, and the public with tact, discretion, and courtesy, and contribute to a professional environment.
Must have or quickly develop an understanding of academic policy and administrative operations, and credible stature with members of the academic community and public.
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

Post-high-school education is preferred.
Experience using desktop publishing software and equipment to design and produce high-quality publications is preferred.
Experience working with confidential and sensitive information is preferred.

Responsibilities

Provides administrative support for programs in the arts and humanities and the Ann Getty Institute of Art and Design.
Supports the promotion and tenure process, including locating and corresponding with reviewers, interfacing with faculty applicants, checking application completeness, and redacting confidential materials.
Supports the College Faculty Development Fund and Teaching Development Fund processes, including scheduling meetings, checking applications, preparing data, and drafting communications to faculty.
Provides administrative support for the Academic Career Prospectus process for faculty in arts and humanities.
Assists with arts and humanities and Ann Getty Institute meetings and events, and maintains and updates records and resources.
Coordinates the application process and lecture for the National Endowment for the Humanities Chair.
Assists with the Ann Getty Endowed Visiting Artist-Scholar program and student scholarships.
Assists with chair/director orientations, workshops, and other college events as assigned.
Supports the Associate Dean for Arts and Humanities with meeting coordination, communications, and follow-up with department chairs and program directors.
Assists with onboarding new arts and humanities faculty and staff, including welcome communications, office preparation, new faculty orientation, and compliance with university policies and required training.
With Associate Dean approval, drafts and sends letters of intent to hire to new adjunct professors.
Assists with non-teaching assignment requests and data tracking in arts and humanities.
Manages off-site storage of college files, including updating records, requesting file retrieval, and communicating with vendors.
Acts as a resource person and liaison among faculty, students, the university community, and the public.
Creates a welcoming environment and assists faculty, students, staff, and other visitors to the office.
Receives and screens calls, takes information, answers inquiries, and provides information based on knowledge of university, college, and academic policies and procedures.
Creates or improves office procedures to increase efficiency, protect confidentiality, or improve workflow; designs forms as appropriate.
Handles confidential and sensitive materials relating to faculty, students, and other matters.
Provides administrative support for faculty professional and scholarly activities.
Assists with special projects for the college as assigned.
Hires, trains, and supervises student assistant(s).
Performs other duties as assigned.