Program Assistant IV, English and MFA in Writing

Job Title:

Job Summary:

Full Job Description:

Job Responsibilities:

• Provides administrative and operational support to run the program offices 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 office.
• Organizes work and sets priorities under the general guidance of the English department chair and the academic director and program manager for the MFA in Writing program.
• Collaborates cross-functionally across University departments and acts as the 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 program academic policies and procedures.
• Assists with planning and coordinating events and activities to promote the center and programs and build community.
• Processes invoices and purchases supplies and other support for the programs.
• 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 the 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 program procedures, routine tasks and events, and other information are up to date.
• Schedules and attends program meetings and takes minutes.
• Sets up, maintains, and revises record-keeping procedures and files as appropriate for the programs. 
• 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 preferred.
• Ability to maintain confidentiality.
•  Ability to word process with speed and accuracy.
• Ability to create and maintain spreadsheets with accuracy.
• Must be flexible and readily adaptable to change, have good organizational skills and be able to prioritize masses of detail.
• Must have or quickly develop an understanding of academic policy and administrative operations.
• Ability to use desktop publishing software and equipment to design and produce high-quality publications preferred.
• Previous experience in an educational, multicultural setting is 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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