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Directly supporting the Associate Vice-President/Dean of Students and the Associate Dean for Student Development, the Program Assistant is responsible for ensuring the efficient operation of the Vice-President's Office, by communicating with people, setting priorities, charting workflow patterns, coordinating processes, responding to unforeseen events and addressing and resolving inquiries and problems from the University community.

The position is responsible for generating and handling confidential documents involving personnel, policies, budgets and other sensitive materials.

Essential Job Responsibilities:
Priority & Calendar Management:

• Provides logistical support in the scheduling of meetings, interviews, professional development programs and retreats and nonacademic disciplinary hearings, as directed by the Associate Vice-President/Dean of Students and Associate Dean for Student Development.
• Maintains the meeting calendars for the Associate Vice-President/Dean of Students and Associate Dean for Student Development.
• Makes all related arrangements, notifies participants and prepares appropriate documents and materials for all meetings.
• Uses judgment in determining priorities and rearranging calendars.
• Coordinates travel and hotel arrangements, notifies interested parties and prepares expense reports for the Associate Vice-President/Dean of Students and Associate Dean for Student Development.
• Tracks requests and makes necessary follow-up action(s) for completion and quality control purposes.

Reception & Service:

• Greets guests, creates a welcoming environment and responds to concerns of students, parents and other constituents in a timely and professional manner.
• Serves as the primary office contact and direct support to the Associate Vice-President/Dean of Students and Associate Dean for Student Development and may be called upon to support the Executive Director of Administrative Operations, Assistant Dean of Students and Vice-President.
• Screens telephone calls, messages, mail and visitors, in order to distill information and take appropriate action without directly involving the members of the senior management team, as appropriate.
• Place necessary calls to Faculty, Staff and community constituents.
• Share tasks collaboratively with Assistant to the Vice-President, when needed.

Administrative Support:

• Develops and oversees the routing and maintenance of front office operations.
• Prepares, reviews and composes sensitive and confidential documents, with great attention to detail.
• Drafts confidential and routine correspondence on behalf of the Associate Vice-President/Dean of Students and Associate Dean for Student Development. This includes campus-wide announcements, letters of recommendation, personnel-related documentation and correspondence to varying constituencies.
• Maintains and keeps current Dean's Log, documenting all student situations, communications and other inquiries involving the Associate Vice-President/Dean of Students.
• Coordinates necessary follow-up for Dean's Log situations, when applicable.
• Provides administrative support to Crisis Response Team, when needed.
• Maintains office resources and ensures such resources are kept current at all times (search warrants, copies of policies, emergency contact cards, etc.).
• Maintains filing system for Associate Vice-President/Dean of Students.
• Coordinates posting and distribution of divisional USFconnect messages.

Project Management:

• Manages a variety of projects resulting from the work of a variety of task forces/committees.
• Work with Assistant to the Vice-President on major University Life Programs.
• Researches trends in comparable universities, creates reports and performs analysis, as necessary.
• Reviews appropriate professional journals and forwards particular articles for senior management professional development.
• Maintains Associate Vice-President/Dean of Students' Web site.

Performs other related duties, as assigned by the Associate Vice-President/Dean of Students and Associate Dean for Student Development.

Other Responsibilities:
As part of the larger staff in University Life, the Program Assistant collaborates and cooperates across Divisions and Departments, to create a supportive University community which encourages student learning and development in the Jesuit Catholic tradition and commits to:

• Promoting a common good, that includes the needs of all students
• Engaging differences in a manner that allows students to learn from the diversity of perspectives, experiences and traditions, that exist within the University community
• Providing experiences that challenge students to develop spiritually, intellectually, emotionally, physically, socially, culturally and morally, in order to prepare them to contribute to the University community
• Drawing out the leadership qualities inherent in every individual and to providing opportunities for students to apply knowledge and skills.
• Creating an environment that supports a socially responsible way of being together in community.
• Recognizing and celebrating the achievements and contributions of all students.

Requirements:
Bachelor's Degree preferred; 3 - 5 years of experience as an administrative assistant in supporting senior level managers preferred; rigorous and meticulous attention to detail required. Excellent oral and written communication skills; strong proven skills of Windows Office applications; demonstrated ability to work independently, take initiative and use own discretion in completing projects; ability to anticipate and follow through on assignments necessary for planning, implementing and completing a variety of events; ability to manage multiple tasks, while meeting deadlines; discretion in handling confidential material in a highly professional manner; and, a desire to work in a student-centered office, committed to demonstrating USF's Mission, Vision and Values, as integral parts of a Jesuit Education.

Occasional evening and weekend work may be required.

Special Instructions to Applicants:
Applications will be reviewed beginning November 12, 2009.

To view and apply for this position, please visit:

http://www.usfjobs.com

EEO Policy:
The University of San Francisco is a Jesuit Catholic University, founded in 1855, to educate leaders who will fashion a more humane and just world.

Candidates should demonstrate a commitment to work in a culturally diverse environment and to contribute to the mission of the University.

USF is an Equal Opportunity Employer, dedicated to Affirmative Action and to excellence through diversity.

The University provides reasonable accommodations to qualified applicants with disabilities, upon request.