Job Title:

Program Assistant V, Engagement

Job Summary:

The University of San Francisco seeks a highly motivated, teamwork-driven, flexible candidate who thrives in a dynamic culture to serve as Program Assistant for the Engagement vertical. Ideal candidates will have proven proficiency in project management, event coordination, database maintenance, budget tracking, and reconciliation. This candidate should possess initiative, independent judgment, and good decision-making skills to plan, prioritize, and efficiently organize a diverse workload.

Under the supervision of the Director of Alumni Engagement and Affinity Networks, the PA serves as project manager and will oversee the administrative support functions for the AVP and Alumni Engagement.

Full Job Description:

Essential Job Responsibilities:

●      Provide administrative support for the alumni engagement team and support the AVP with the Alumni Association Board of Directors. Schedule meetings and coordinate meeting logistics, and take minutes as needed.

●      Ensure all Concur expense reports and invoices are submitted correctly and on time for the AVP and alumni engagement team.

●      Manage office budgets for the vertical; including projecting and tracking expenses for Alumni Engagement, and assisting with other budgets as needed.

●      Place and approve department Hilltop Shop Orders.

●      Facilitate quarterly budget review meetings with AVP and department Director within the vertical to ensure budgets are on track, and regularly update the Senior Director of Administration for Development on projected deficit or surplus expectations.

●      Enter media references and activity reports in Salesforce CRM; maintain content and campaign libraries in Salesforce.

●      Partner with the VP Office administrative team to ensure compliance and continual improvements with policies, procedures, financial responsibility, and special projects.

●      Partner with the VP Office on staff searches for the vertical and serve as the primary onboarding lead for new staff, working closely with the VP Office and Human Resources to help ensure a smooth onboarding and training experience.

●      Support vertical-wide staff events and communications, including monthly vertical meeting agendas and meetings, planning and implementing staff retreats, developing and implementing team surveys, etc.

●      Hire and oversee student workers including creating schedules, assigning projects, communicating expectations, and providing performance feedback.

●      Coordinate with department directors on special projects, such as research on best practices, event coordination, data collection and management, and meeting and event preparations as needed.

●      Support the Alumni Engagement team with event registration and communications for events.

●      Attend some events to provide day-of support as needed.

MINIMUM REQUIREMENTS

●      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.  

●      Higher education-related experience is preferred.

●      Previous supervisory experience preferred

●      Knowledge of development practices and familiarity with higher education administration

●      High emotional intelligence and strong problem-solving skills

●      Demonstrated ability to complete projects on time and within budget

●      Exceptional writing, editing, and proofreading skills

●      Ability to take initiative and work independently on multiple projects

●      Strong organizational skills, attentiveness, and accuracy

●      Proficiency with Microsoft Office, specifically Word and Excel, including Mail Merge

●      Ability to manage confidential information and adhere to university privacy policies

●      Proven ability to interact professionally with a wide variety of audiences and manage stressful situations

●      Proficiency in budget tracking and management

●      Prior experience with Salesforce and Banner is preferred

 

Full-Time/Part-Time:

Full time

Pay Rate:

Hourly

Salary Range :

$32.28- $36.92/hour; commensurate with experience