Program Assistant V, Dean's Office, College of Arts and Sciences

  • Job posted by University of San Francisco

Job Type

Full Time




San Francisco
United States


Program Assistant V, Dean's Office, College of Arts and Sciences

University of San Francisco

Job Summary:

Provide administrative support to the Office of the Dean and the College of Arts and Sciences. Carries out duties and responsibilities with limited-to-no supervision. The Program Assistant performs various secretarial and administrative support duties pertaining to the College, Dean, Associate Deans, as well as faculty, programs, and activities.

Job Responsibilities:

Duties for this position will include some or all of the following:

• Provides administrative support for the Associate Dean (e.g., coordinates meetings, reconciles expenses, drafts correspondence, makes travel arrangements, assists with budgetary items, etc.).

• Administratively supports the Promotion and Tenure process within the College, assisting in locating external reviewers, interfacing and following up with faculty applicants, sending publications out for review, ensuring completeness of submitted applications, redacting confidential materials, coordinating honoraria for external reviewers, and providing foundational knowledge for recommendation letters.

• Assists in the hiring of new full-time faculty within the College, including posting job advertisements, coordinating with department search committees, and working with the Assistant to the Dean to submit the request to offer forms for the Provost and coordinating with the Provost to draft and send appointment letters, as needed.

• On boards new full-time faculty, including sending welcome emails, identifying and readying office locations, orchestrating the College’s New Faculty Orientation that occurs each August.

• Facilitates the hire of part-time faculty teaching within relevant academic areas. Upon Associate Dean approval, drafts and sends letter of intent to hire and processes the hire with Human Resources.

• Hires, trains and supervises student assistant(s).

• Sends out staff teaching and Full-Time faculty summer teaching assignment confirmations on behalf of the Associate Dean.

• Assists the Faculty Director for Adjunct Faculty to coordinate the on-going evaluation of adjunct faculty in their academic areas.

• Maintains a working knowledge of assessment procedures for the College, including assisting with tracking submission of materials and compliance of departments/programs within their academic areas, as needed.

• Assists with academic program reviews, center/institute reviews, and assessment activities. Organizes and stores self-studies, reviewer reports, executive summaries, action plans, yearly assessment plans and reports. Creates spreadsheets to track program progress. Organizes information for external reviewers.

• Assists the Faculty Director of Research in planning Faculty Development Lunches, weekend writing retreats, Faculty Salons, and manages access to the Faculty Writing Room.

• Provides support to Faculty Development Initiatives like Dean’s Scholar Award and Alpha Sigma Nu Jesuit Book Awards.

• Supports and coordinates events around student scholarship in the College.

• Assists with curriculum and other special projects as directed by the Associate Dean.

• Assists with screening applicants and coordinating the search process for OPE searches.

• Tracks and coordinates student assistants in the academic programs and departments to ensure all are efficiently utilized for the benefit of the College.

• Tracks the Academic Career Prospectus process for all faculty in their academic areas, including determining which faculty members are required to meet with Associate Dean/Dean, and ensuring compliance with this contractual requirement.

• Tracks faculty absences in accordance with the appropriate Collective Bargaining Agreement.

• Ensures faculty compliance with the submission of syllabi requirement in the appropriate Collective Bargaining Agreement and works with department PAs to ensure all syllabi submitted are uploaded promptly to College database system.

• Assists, with Assistant to the Dean, in tracking sabbatical eligibility and compliance with submissions of requests and after sabbatical reports.

• Coordinates the Faculty Development Fund and Teaching Development Fund application and funding process.

• Supports various College committees through scheduling meetings, taking meeting minutes, and fulfilling requests.

• Assists with the assigning faculty offices, by maintaining information and sending communications to faculty about available office spaces and coordinating faculty moves with the relevant University offices.

• Monitors Associate Deans’ budgets and maintains financial records for their expenditures. May monitor other College budgets, as needed.

• Assists the Office of Operations with budget reporting and tracking for other programs/departments in the College, as needed.

• Handles highly confidential and sensitive materials relating to faculty, student and other issues, including employment files, salary information, and teaching evaluations.

• Plans and coordinates various College events, including overseeing logistics and promotion.

• Maintains current knowledge of major aspects of all program assistant positions in the Dean’s Office to be ready to fill-in and assist in other areas as needed, (including but not limited to course scheduling, adjunct faculty contracts, PHP application processes).

• Acts as receptionist for the general Dean’s Office, when needed.

• Acts as a resource person/liaison between and among faculty, students, and the University community, as well as members of the public.

• Helps create warm, welcoming environment and assists faculty, students, staff and other visitors to the Associate Dean’s and/or the Dean’s Office.

• Receives and screens a variety of calls. Takes information, answers inquiries, and provides information using knowledge of University, College and Dean’s Office 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.

• Provides administrative support for professional and scholarly activities of the faculty.

• Performs other duties as assigned by the Dean or Associate Deans or their designee.

Minimum Requirements:

• Post high school education preferred. Training or experience equivalent to five (5) years of increasingly responsible work experience in a senior support role or related education.

• Ability to work with a minimum of supervision; cooperatively with others and as a member of a team; in diverse situations and with demanding deadlines; efficiently and calmly under pressure • Superior oral and written communication skills.

• Proven ability to provide high-quality administrative support to the Associate Dean

• Able to deal with faculty, students, staff and others with tact, discretion and courtesy; contribute to professional environment; keep faculty, student and other records confidential. • Be flexible and readily adaptable to change, able to handle and intelligently prioritize masses of detail, be well organized in every area of office work procedures.

• 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.

• Excellent verbal and written English communication skills, including correct use of grammar, spelling and punctuation; general administrative support skills; knowledge of standard office procedures and functions; ability to operate standard office equipment, including computers; ability to accurately prepare spreadsheets and other data documents; ability to use desktop publishing software and equipment to design and produce high-quality publications preferred.

• Precise knowledge of office and university policy and procedures; comfort and experience with university systems. Knowledge of Banner student software is a plus.

• Demonstrated critical thinking, planning, problem-solving and interpretive skills to analyze situations, define problems, identify concerns, develop and propose solutions.

• Flexible and readily adaptable to change with expert problem-solving skills, exercising good, independent judgment in a dynamic environment.

• Demonstrated 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 USF’s 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 individual’s 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.

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Professional Level

None specified

Minimum Education Required

High School

How To Apply

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