R0007543
USF Hilltop Campus
Job Title:
Program Assistant IV
Job Summary:
Under the supervision of the Vice Provost of Equity, Inclusion and Faculty Excellence, the Equity, Inclusion and Faculty Excellence Program Assistant IV will perform a variety of administrative support duties for the Office of the Vice Provost of EIFE and the Office of Antiracism, Diversity, Equity, and Inclusion. The EIFE/ADEE PA is responsible for representing the Office of the Vice Provost of Equity, Inclusion and Faculty Excellence and the Office of Antiracism, Diversity, Equity and Inclusion Provost's office in a respectful, culturally competent and professional manner to a variety of internal and external constituents, including faculty, librarians, staff, students, alumni, deans, the Office of the Provost, other members of the university community, community members and strategic partners. The EIFE/ADEE PA has a thorough understanding of both the Vice Provost's and Associate Vice Provost's priorities and expectations, and works closely with them to advance the priorities of the Vice Provost and the Associate Vice Provost. The EIFE/ADEE PA works in consultation and collaboration with the Vice Provost and the Associate Vice Provost to schedule and organize meetings. In conducting these duties, the EIFE/ADEE PA practices a high level of diplomacy, discretion and confidentiality, pays attention to issues of power, privilege and cultural humility, and demonstrates emotional intelligence and care for all members of the USF community.
This is an in-person position, located in the Office of Antiracism, Diversity, Equity, and Inclusion and may support the Office of the Provost as needed.
Full Job Description:
Specific Duties:
Office of the Vice Provost of EIFE and the Office of Antiracism, Diversity, Equity and Inclusion

• Helps create and promote a warm, welcoming, and professional environment, assisting faculty, staff, and other individuals, offices, and entities associated with the Office of the VP IEFE and AVPADEI.
• Assists VP EIFE and AVP ADEI with scheduling and calendaring.
• Makes travel arrangements for the VP EIFE and AVP ADEI and prepares documentation for P-card receipts.
• Effectively communicates with support staff and senior staff in both offices.
• Follows office work procedures to increase efficiency, maintain confidentiality, and work -flow using knowledge of operations and creative thinking.
• Supports and maintains social media, as needed.
• Maintains office supplies and equipment
• Handles confidential, sensitive materials relating to faculty and other matters.
• Prepares expense reports for VP IEFE and AVP ADEI.
• Maintains and organizes records and materials for both offices
• Oversees office procedures, filing systems, space planning and off-site storage.
• Manages and updates the EIFE and ADEI area web pages.
• Manages incoming and outgoing mail and shipments
• Posts notifications and announcements to USFconnect.
• Interviews, hires, trains, and evaluates student assistants.
• Plans, coordinates, and organizes office activities and coordinates with other academic administrative staff as needed.
• Updates printed and electronic telephone directory for academic division.

Faculty Affairs Personnel Duties
Under the direction of the VP EIFE and the Senior Assistant to the Provost:

• Provides administrative support for the hiring of new full-time faculty for the five colleges; prepares official appointment letters using standard templates.
• Supports coordination of the schedule and proceedings of the University Promotion and Tenure Committee and coordinates with deans' offices to ensure tasks are completed in a timely manner; assists in preparation of decision letters on behalf of the Provost.
• Helps coordinate schools' emeriti faculty recommendations to the Provost and President; prepares notification letters.
• Uses an established template to draft decision letters of Preferred Hiring Pool (PHP), and support coordination of announcement with OMC.
• Supports the VP EIFE and other assigned staff to coordinate the celebratory event for newly promoted and tenured faculty; notifies USF News of newly promoted tenured faculty and coordinates other notifications and updates as needed.
• Working with the Coordinator of Equity, Inclusion and Faculty Excellence, provides support and coordination for the annual New Full-Time and Part-time Faculty Orientation and other events hosted by the Center for Research, Artistic, and Scholarly Excellence (CRASE) and the Center for Teaching Excellence (CTE), as appropriate.
• Supports coordination of nomination and selection of Provost Faculty & Staff Awards for the university's annual Service & Merit Awards; assists in notification of awardees and award presentation with Human Resources.
• Supports the planning of staff events and the bi-annual Retired Faculty luncheons.
• Performs other duties or projects as assigned

CTE and CRASE
Working with the faculty co-directors for CTE and CRASE:

• Provides support and coordination for events hosted by the Center for Research, Artistic, and Scholarly Excellence (CRASE) and the Center for Teaching Excellence (CTE), as appropriate.
• Supports the production of the bi-weekly newsletters for CTE and CRASE as needed.

Other Duties

• Provides partial scheduling and select administrative support as needed for other members of the EIFE and ADEI team.
• Other duties as assigned.

Required Skills, Qualities and Competencies

• 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.
• Experience working with high level executive officers and/or vice presidents.

• The position requires strong skills in program support, ability to work independently, record keeping, communication, technology (internet research, web page maintenance, etc.,), event planning and scheduling.
• Experience managing executive calendars.
• Excellent organizational and planning skills and the ability to prioritize among complex and competing expectations.
• Ability to plan, think through, carry out and assess multi-part projects.
• Ability to exercise a high level of diplomacy, discretion, emotional intelligence and confidentiality.
• Thrives in a fast-paced, intense working environment, is adaptable and able to pivot.
• Highly effective at time and task management, prioritization.
• Understanding and commitment to USF's mission, vision, and values.
• Strong equity lens, cultural humility and proven ability to work well in a diverse context
• Creative problem-solver who is confident, proactive, and exercises initiative and independent judgment.
• Advanced competence in using Google Suite, Microsoft Word, Excel, PowerPoint, task management and task sharing tools (Todoist, Slack etc). Banner and WorkDay experience and web design/management experience preferred.
• Experience of managing virtual meetings and hosting convenings on Zoom.

Exhibits a growth mindset and continually enhances their skillset through ongoing professional development.
Full-Time/Part-Time:
Full time
Pay Rate:
Hourly
Salary Range :
28.00 - 30.50
To apply, visit https://usfca.wd5.myworkdayjobs.com/en-US/USF_Staff/job/USF-Hilltop-Campus/Program-Assistant-IV_R0007543.
The University of San Francisco is located in the heart of one of the worlds most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a students passion for social justice and a desire to "Change the World From Here." For more information, visit http://www.usfca.edu.
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