Program Assistant V, Arts and Humanities

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Job 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, assisting in locating and corresponding with reviewers, interfacing with faculty applicants, ensuring completeness of applications, redacting confidential materials, etc.
• Supports the Faculty Development Fund and Teaching Development Fund process for the college, including schedules meetings, ensures applications are complete, prepares data, drafts communications to faculty, etc.
• Administratively supports the Academic Career Prospectus process for faculty in the arts and humanities.
• Assists with arts and humanities and Ann Getty Institute meetings and events as well as 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 the college’s chair/director orientations and workshops, and other college events as assigned.
• Assists the Associate Dean for Arts and Humanities with meeting coordination, communications, and follow-up with department chairs and program directors.
• Assists with the onboarding of new faculty and staff in the arts and humanities, including sending welcome emails, identifying and readying office locations, organizing the new faculty orientation, ensuring compliance with university policies and required training, and other related duties as assigned.
• Upon Associate Dean approval, drafts and sends letter of intent to hire to new adjunct professors. 
• Assists with non-teaching assignment requests and data tracking in the arts and humanities.
• Manages the off-site storage of college files, including updating records, requesting the retrieval of files, and communicating with vendors. 
• Acts as a resource person/liaison between and among faculty, students, and the university community, as well as members of the public.
• Helps create a warm, welcoming environment and assists faculty, students, staff and other visitors to the office.
• Receives and screens a variety of calls. Takes information, answers inquiries, provides information using knowledge of university, college and academic policies and procedures.
• Creates and develops new office work procedures to increase efficiency, maintenance of confidentiality, or work flow using knowledge of operations and creative problem solving techniques; designs new forms, as appropriate, to implement changes.
• Handles confidential, sensitive materials relating to faculty, student and other issues.
• Provides administrative support for professional and scholarly activities of the faculty.
• Assists with special projects for the college as assigned.
• Hires, trains and supervises student assistant(s).
• Performs other duties as assigned.

Minimum Qualifications:

• Post high school education preferred. 
• 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 a member of a team in a dynamic environment with demanding deadlines.
• Ability to independently analyze, define problems, plan, problem-solve, and recommend and implement new/changes to procedures.
• Advanced experience working with computer database systems, word processing and spreadsheet software and demonstrated ability to use technology to streamline operations. Ability to use desktop publishing software and equipment to design and produce high-quality publications preferred.
• Superior oral and written communication skills. 
• Excellent organizational skills and attention to detail.
• Able to interact with faculty, students, staff and the public with tact, discretion and courtesy and contribute to professional environment.
• Experience working with confidential and sensitive information preferred.
• Must have, or quickly develop, understanding of academic policy and administrative operations as well as 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.

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