Program Assistant V, Academic Planning, College of Arts and Sciences

  • Job posted by University of San Francisco

Job Type

Part Time




San Francisco
United States


Program Assistant V, Academic Planning, College of Arts and Sciences

University of San Francisco

Job Summary:

The Program Assistant provides critical support for the College of Arts and Sciences through major responsibilities with course scheduling (approx. 1,300 sections per academic term), adjunct faculty (including a pool of over 800, with 400+ teaching each term), and staff development. The successful candidate will be highly organized in order to manage the position's heavy workload and multiple ongoing projects, some of which are constrained by tight deadlines. The Program Assistant works under minimum supervision to complete confidential tasks that require high degree of accuracy and attention to detail.

Job Responsibilities:

Course Scheduling (60%):
Assists with all communications to faculty and staff from over 40 departments and programs and takes necessary action regarding various matters related to course offerings within the College of Arts and Sciences this includes enrollment statistics, scheduling changes, registration changes, classroom requests/accommodations, class cancellations, teaching evaluations, course fees, faculty workload, and final examinations.
Prepares the faculty overload/non-teaching assignments pay spreadsheets for each term.
Enters and tracks data in the Banner student information system for both the course catalog and schedule of classes.
Creates, enters, and tracks scheduling information in multiple spreadsheets each semester.
Assists with special projects related to course scheduling.
Creates and develops of new office work procedures and forms to increase efficiency and improve office workflow.
Acts on behalf of the Director of Academic Planning during absences.

Adjunct Faculty (20%)
Assists with processing new adjunct faculty hires.
Assists in the collection of data for adjunct faculty contracts.
Assists in the process of generating electronic adjunct faculty contracts.
Assists in the management of signed adjunct faculty contracts and migrating documents to all relevant databases.
Maintains, revises, and updates procedures and documentation for adjunct faculty pay and contracts processing.
Manages and maintains the adjunct faculty databases.
Assists with the application process for adjunct promotion.

Staff Development and Hiring (20%)
Assists with coordinating the search process for administrative staff searches.
Assists with on-boarding, off-boarding, and role change coordination for staff in the College.
Maintains and updates program assistant training materials.
Assists with ongoing and special projects related to staffing in the College.
Assists in planning and executing professional development events for staff and other administrators in the College.

General Duties:
Assists in all communications with the Office of the Dean student workers, including the training and supervision of immediate student workers.
Staffs the front desk of the Deans office when needed.
Performs additional duties as assigned by the Dean or immediate supervisors.

Minimum Requirements:

Post high school education preferred.
Training or experience equivalent to five years of increasingly responsible work experience or related education, including at least two years in a senior administrative support role, preferably in a higher education setting.
Experience working in a Registrars office, particularly with Banner, strongly preferred.
Ability to independently analyze, recommend and implement new/changes to procedures.
Immediate to advanced Excel and database experience required; Banner experience preferred.
Proven ability to interact effectively and professionally with faculty, staff, administrators and students from diverse backgrounds.
Must value and be able to provide service to others.
High level of attention to detail.
Proven multitasker with excellent organizational skills.
Proven ability to maintain confidentiality.
Proven ability to provide high-quality administrative support.
Appreciation of student privacy and understanding of FERPA regulations.
Ability to work independently without close supervision and as a member of a team, handling diverse situations and meeting deadlines.
Flexible and readily adaptable to change with expert problem-solving skills, exercising good, independent judgment in a dynamic environment.
Superior oral and written communication skills.
Knowledge of standard office procedures, functions and equipment.
Demonstrates ability to use technology to streamline operations.
Willingness to respect and actively support the goals and visions of a Jesuit education along with a commitment to USFs mission, vision and values.

Additional Knowledge, Skills, and Abilities:

For information on how to apply, please visit the following link:

EEO Policy
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individuals race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.


Professional Level


Minimum Education Required

4-year degree