Program Assistant V, Arts and Humanities

University of San Francisco; Tampa (FL); On-site; USD 40,000 - 58,000; Full time

Job summary

The University of San Francisco seeks a Program Assistant V in Arts and Humanities to provide high‑level administrative support to the Office of the Dean and College leadership. The role involves coordinating meetings, managing confidential materials, and supporting translational academic activities with precision and discretion.

Key duties include assisting with faculty development funds, the Tenure/Promotion process, and student scholarships while maintaining records and coordinating with

Qualifications

• Five years of increasingly responsible work experience in a senior support role or related education.
• Ability to work under pressure with minimum supervision and as part of a team.
• Advanced experience with computer database systems, word processing and spreadsheet software.
• Ability to use desktop publishing software to design high-quality publications.

Responsibilities

• Provides administrative support for programs in the arts and humanities and the Ann Getty Institute of Art and Design.
• Supports review processes and faculty applications, ensuring completeness and confidentiality.
• Manages coordination of meetings, data preparation, and communications with faculty and staff.
• Assists with scholarships, fellowships, and faculty development funds.
• Coordinates onboarding of new faculty and staff and prepares orientation materials.
• Liaises with department chairs, program directors, and external vendors and donors.

Skills

Oral and written communication

Organizational skills

Attention to detail

Teamwork

Policy understanding

Education

Post high school education preferred

Tools

Database systems

Word processing

Spreadsheet software

Desktop publishing

Job description

Program Assistant V, Arts and Humanities

The University of San Francisco offers a competitive and comprehensive benefits package for eligible faculty, staff, and their families through its 25+ benefits and wellness programs, including medical, dental, vision, childcare subsidy, tuition remission, retirement contributions, and much more. The College of Arts and Sciences pairs a rigorous academic curriculum with an urban, global perspective. The college's vision of success involves both the head and the heart, giving students the skills and compassion to fashion a more just and humane world. This position is a terrific opportunity for a self-motivated, detail-oriented team player inspired to help realize this vision. The Program Assistant provides administrative support to the Office of the Dean and the College of Arts and Sciences. The Program Assistant carries out duties and responsibilities that require a high degree of accuracy and attention to detail with minimum-to-no supervision. The successful candidate will be highly organized in order to manage multiple ongoing projects. This position provides direct support to the Associate Dean for Arts and Humanities, the Program Manager for the Ann Getty Institute for Art and Design, and Assistant Deans.

Full Job Description

Job Responsibilities

• Provides administrative support for programs in the arts and humanities and the Ann Getty Institute of Art and Design.
• Supports the promotion and tenure process, assisting in locating and corresponding with reviewers, interfacing with faculty applicants, ensuring completeness of applications, redacting confidential materials, etc.
• Supports the Faculty Development Fund and Teaching Development Fund process for the college, including schedules meetings, ensures applications are complete, prepares data, drafts communications to faculty, etc.
• Administratively supports the Academic Career Prospectus process for faculty in the arts and humanities.
• Assists with arts and humanities and Ann Getty Institute meetings and events as well as maintains and updates records and resources.
• Coordinates the application process and lecture for the National Endowment for the Humanities Chair.
• Assists with the Ann Getty Endowed Visiting Artist-Scholar program and student scholarships.
• Assists with the college’s chair/director orientations and workshops, and other college events as assigned.
• Assists the Associate Dean for Arts and Humanities with meeting coordination, communications, and follow-up with department chairs and program directors.
• Assists with the onboarding of new faculty and staff in the arts and Humanities, including sending welcome emails, identifying and readying office locations, organizing the new faculty orientation, ensuring compliance with university policies and required training, and other related duties as assigned.
• Upon Associate Dean approval, drafts and sends letter of intent to hire to new adjunct professors.
• Assists with non-teaching assignment requests and data tracking in the arts and Humanities.
• Manages the off-site storage of college files, including updating records, requesting the retrieval of files, and communicating with vendors.
• Acts as a resource person/liaison between and among faculty, students, and the university community, as well as members of the public.
• Helps create a warm, welcoming environment and assists faculty, students, staff and other visitors to the office.
• Receives and screens a variety of calls.
• Takes information, answers inquiries, provides information using knowledge of university, college and 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.
• Handles confidential, sensitive materials relating to faculty, student and other issues.
• Provides administrative support for professional and scholarly activities of the faculty.
• Assists with special projects for the college as assigned.
• Hires, trains and supervises student assistant(s).
• Performs other duties as assigned.

Minimum Qualifications

• 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.
• Ability to work efficiently and calmly under pressure with minimum supervision and as a member of a team in a dynamic environment with demanding deadlines.
• Ability to independently analyze, define problems, plan, problem-solve, and recommend and implement new/changes to procedures.
• Advanced experience working with computer database systems, word processing and spreadsheet software and demonstrated ability to use technology to streamline operations.
• Ability to use desktop publishing software and equipment to design and produce high-quality publications preferred.
• Superior oral and written communication skills.
• Excellent organizational skills and attention to detail.
• Able to interact with faculty, students, staff and the public with tact, discretion and courtesy and contribute to professional environment.
• Experience working with confidential and sensitive information preferred.
• 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.
• Demonstrated ability to work with a diverse student body, faculty and staff.
• Strong equity lens, cultural humility and proven ability to work well in a diverse context.
• Understanding of and commitment to USF’s Vision, Mission and Values in creating a learning environment that nurtures a faith that does justice.

Full-time/Part-time: Full time

Pay Rate: Hourly Salary Range: $35.60/hour

Location: 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 www.usfca.edu.

Equal Opportunity and Non-Discrimination Policy

The University of San Francisco is an equal opportunity institution of higher education. The University does not discriminate in employment, educational services, or academic programs on the basis of an individual's race, color, ethnicity, religion, religious creed, ancestry, national origin, age (except minors), sex, gender, gender identity, gender expression, sexual orientation, marital status, medical condition (cancer‑related and genetic‑related), disability and military status or any other basis prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.

Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. For more information visit: http://sfgov.org/olse/fair-chance-ordinance-fco.