Program Assistant V (Faculty Services Office)
University of San Francisco
USF Hilltop Campus
Program Assistant V (Faculty Services Office)
The University of San Francisco School of Law is seeking an individual with strong initiative and a committed work ethic who is interested in using the full range of his/her administrative skills to enhance the productivity, efficiency and responsiveness of the Faculty Services Office (FSO) at the School of Law. The Faculty Services Office is a dynamic environment that offers its staff numerous opportunities to inform our priorities and contribute to our processes. This position is an integral part of the support for more than 75 full- and part-time law professors, as well as for several academic initiatives, and will have key responsibility for assisting with faculty instruction, publications, research, and additional activities and programs. Under the direct supervision of the Senior Director, Faculty & Academic Services at the School of Law, the position joins another program assistant and several student assistants to provide top-drawer administrative support and services to the school.
The successful candidate for this position will have significant detail orientation and the ability to manage simultaneously moving parts. Superior written and oral communication skills are required, as are excellent customer service skills. Personal initiative and accountability are particularly necessary. Advanced office technology experience is necessary.
Full Job Description:
Position has individual responsibilities for:
• Managing the curricular semester preparation process for all JD courses, including: creation and production of materials in-house and with vendors where appropriate, coordination and posting of first assignments, syllabi and office hours. This position assists faculty in setting up and maintaining electronic course sites (via TWEN or Canvas), directing the production of seating charts and providing the first point of contact for materials-focused questions. Managing/refining semester preparation requirements and document retention. Providing reference lists regarding faculty, courses, days, times and rooms for all relevant law school staff. Establishing and managing process timelines and updating procedures as needed.
• Working in conjunction with the Director of Graduate Tax and LLM programs to provide similar curricular preparation support to the Graduate Tax Program as described above.
• Processing and recording all faculty financial transactions. Providing direction to all faculty regarding the University’s and School of Law’s spending rules. Receiving, checking and preparing confidential reimbursement requests and invoices as well as fielding finance-related questions from faculty. This Program Assistant reviews all reimbursements to ensure they fall within the parameters of the University’s Travel & Entertainment Policy. Where necessary, research and discussion with professors to rectify any anomalies is led by this employee. Additionally, this position is responsible for tracking all spending of the discretionary research and travel funds allotted to each faculty member by the Deans’ Office, maintaining a real-time declining balance for each professor, and regularly notifying professors of their available balances. Finally, this work culminates in providing regular reports to the Senior Director Faculty and Academic Services and to the Associate Dean for Faculty Scholarship.
• Acting as a liaison between Law Faculty and their selected Faculty Research Assistants with School of Law HR regarding hiring, payroll and the timesheet approval process. This position is also responsible for tracking the outlay of discretionary faculty funds allocated to research assistants and including that information in the financial reporting to the administrators specified previously.
• Coordinate the collection and reporting of faculty scholarly activity, including: administering/monitoring activity collection form, distributing reports to partners, managing submissions to the Dean’s Monthly Update on behalf of the Associate Dean for Faculty Scholarship, and working with the Senior Director of Faculty and Academic Services to maintain/update faculty web profiles.
• Managing recommendation letters for law students applying for Judicial Clerkships using OSCAR (online management program for national federal clerkship opportunities) to monitor requests and upload recommendation letters. Processing and mailing of hardcopy letters on behalf of faculty recommenders.
• Creating, with the Faculty Services team, materials, resources and training to assist faculty in broadening their classroom technology options and establishing, refining and maintaining a resource repository on MyUSF tailored to educate and inform full-time, visiting and adjunct faculty.
• Working in conjunction with the Senior Director, Faculty & Academic Services to review and redefine departmental priorities and deliverable deadlines as they relate to the scope of this employee’s responsibilities.
Provides a full-range of administrative support including, but may not be limited to:
• Helping faculty conceptualize and organize projects.
• Creating spreadsheets and developing online resources as necessary.
• Maintaining confidential document and electronic file storage system in Faculty Services Office.
• Inputting, formatting, proofreading and production of final versions of documents including heavily footnoted manuscripts, course examinations, syllabi, class notes, charts, tables, correspondence, merge letters and forms, labels and envelopes. Familiarity with footnoting, end-noting, tables of contents and advanced document formatting preferred.
• Providing technical support and troubleshooting advice to faculty and staff as needed regarding computer applications. Providing training sessions, as needed, with individuals on Word, Excel and PowerPoint. Backing up ITS in supporting the functioning classroom technology and assisting professors with set-up.
• Providing reception for the office in coordination with other staff. Receives and screens a variety of calls, takes information, answers inquiries, and provides information using knowledge of University and Law School policies and procedures. Acts as a resource person/liaison for the department between and among faculty, students and the University community, as well as members of the public. Must establish and maintain effective working relationships with peers in other offices.
• Purchasing goods and services on behalf of individual faculty and/or the department, as needed.
• Working independently and with superior judgment to prioritize workload, answer questions and resolve issues. Is trained to act as a decision-maker on behalf of the department when the Senior Director is unavailable.
General administrative support duties may include:
• Assisting with logistical coordination of faculty-generated academic events.
• Directing FSO student assistants on projects to be completed on behalf of faculty and/or departmental initiatives.
• Creating and assisting in the development of new office work procedures to increase efficiency, confidentiality, improve record-keeping ability, provide more responsive service or facilitate work flow using current knowledge of USF organization, functions, systems, policies, procedures, and mission and goals.
• Developing relationships with vendors & campus resources.
• Compiling and distributing materials and disseminating information to students where needed on behalf of faculty.
• Providing other administrative support services as needed, coordinating with other administrative offices if necessary.
• Other duties as assigned.
Post high school education preferred. Five years of increasingly responsible experience in administrative support work or related education. Experience working in an educational environment desired. Length of professional administrative experience requirement could be adjusted based on other factors that indicate clear capability to handle this work, such as other academic and/or organizational experience. Capacity for high volume, accurate work production and for organization and structuring own work load. Excellent proofreading skills; significant detail orientation skills; knowledge of general office procedures, standards and equipment; ability to interact and communicate effectively with faculty, staff and students. Gracious and receptive phone manner and interpersonal skills necessary for working with a diverse faculty and student body. Position requires a quick learner with proven flexibility and a desire to work in a fast-paced, challenging environment. Must be able to produce technically complex documents including merge documents, heavily-footnoted manuscripts and graphics with minimum of supervision and work direction. Event planning, financial processing, and database management experience preferred.
Proficiency in the following PC platform software: Microsoft Office (Word, Excel, Outlook, PowerPoint), and Internet access software. Microsoft Access experience required and Access (or similar database development application) programming is preferred, as is significant comfort using internet-based forms and research sites. Familiarity with the following desired: Web content management systems; WordPerfect; FileMaker Pro; Westlaw/Lexis; and Banner.
When classes are in session, the office is open from 8:30 a.m. to 6:30 p.m., Monday through Thursday, and Fridays 8:30 a.m. to 5:00 p.m. This position is full-time, 37.5 hours per week, but will require working 10:00 a.m. to 6:30 p.m. two to four days per week to assist with office coverage. When classes are not in session the office hours are 8:30 a.m. to 5:00 p.m.
To apply, visit https://apptrkr.com/2391868.
The University of San Francisco is located in the heart of one of the world’s 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 student’s 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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