Program Assistant V, Engagement

University of San Francisco; United States; In loco; USD 44.000 - 51.000; Tempo pieno

Descrizione del lavoro

The University of San Francisco is seeking a Program Assistant V, Engagement to support the Alumni Engagement vertical, under the Director of Alumni Engagement. The role requires strong project management, event coordination, budget tracking, and administrative support to ensure smooth operations and accurate financial handling.

You will manage meetings, coordinate budgets, oversee onboarding, and maintain Salesforce records, contributing to departmental goals and a dynamic culture.

Competenze

• Post high school education preferred.
• Five years of increasingly responsible work experience in a senior support role.
• Higher education-related experience preferred.
• Previous supervisory experience preferred.
• Knowledge of development practices and familiarity with higher education administration.
• Strong writing, editing, and proofreading skills.
• Ability to take initiative and work independently on multiple projects.
• Proficiency with Microsoft Office (Word, Excel) including Mail Merge.
• Prior experience with Salesforce and Banner is preferred.

Mansioni

• 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.

Conoscenze

Project management

Event coordination

Budget tracking

Administrative support

Independent judgment

Microsoft Office

Salesforce

Budget reconciliation

Formazione

Post-high school education

Higher education experience preferred

Supervisory experience preferred

Strumenti

Microsoft Word

Microsoft Excel

Mail Merge

Salesforce

Banner

Descrizione del lavoro

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

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.