Program Assistant V – Undergraduate Programs

University of San Francisco; Tampa (FL); On-site; USD 38,000 - 53,000; Full time

Job summary

University of San Francisco is seeking a Program Assistant V to provide administrative support for undergraduate programs, collaborating with students, faculty, and staff across departments. This role involves managing registrations, audits, and academic processes to ensure smooth program operations on campus.

Responsibilities include coordinating meetings, supporting orientations, assisting with licensure preparations, and handling confidential materials while upholding FERPA standards and the

Qualifications

• Post-high school education preferred or equivalent experience.
• Five years of increasingly responsible support experience is advantageous.
• Excellent communication skills and ability to work with diverse populations and university staff.

Responsibilities

• Provide administrative support for undergraduate programs, students, faculty and staff.
• Coordinate enrollment, registration audits and program data with various departments.
• Assist with program budgeting, procurement, and event planning.
• Schedule meetings, take minutes, and maintain accurate records and reporting.
• Support prelicensure nursing programs and track outcomes data (e.g., NCLEX, graduation rates).
• Assist with onboarding, orientation, and information for licensure and certifications.

Skills

Communication

Diversity & inclusion

FERPA knowledge

Education

Post-secondary education or equivalent experience

Tools

Google Workspace

Microsoft Word

Excel

PowerPoint

Banner

Salesforce

Job description

Job Title: Program Assistant V – Undergraduate Programs

Job Summary: Provide administrative support to undergraduate programs students, faculty, administration, and staff. Carries out duties and responsibilities with limited supervision. This person’s knowledge of academic affairs, complex departmental and divisional academic functions, and students’ services enables the department to serve students, faculty and external contacts more effectively.

The University of San Francisco strives to promote safe, affirming, and inclusive communities for all students, faculty, and staff to learn and work together in alignment with the University's mission. These communities are enriched by the presence of people of different abilities, ages, colors, creeds, cultures, races, ethnicities, family models, gender identities, gender expressions, health statuses, nationalities, political views, religious, spiritual, and philosophical beliefs, sexual orientations, socioeconomic statuses, educational backgrounds and veteran statuses. We welcome, expect, and encourage the continued pursuit of knowledge, skills, and abilities necessary to build a more inclusive community which celebrates diversity and works toward justice.

Full Job Description:

40% Program Support

This person will work with Program Teams to provide administrative support for prelicensure nursing programs, assist with the recruitment, admission, and on-boarding of students, assist in managing program academics (such as student registration, registration and commencement audits, alumni paperwork) and other prelicensure program requirements and needs. This person will collaborate with other USF departments and colleges in the support of prelicensure students, and establish linkages.

35% Department Support

This person will assist in managing the business of the department including assisting with department meetings and minutes and departmental events, assist with student and faculty orientations, assisting with advising and monitoring overall patterns of students’ progression, communicating with the students and department faculty as directed, and assist in the collection and review of student data (NCLEX pass rate, graduation rate, etc.) for departmental and accreditation-related review.

15% Faculty Support

Provide support to faculty as needed, such as room reservations, technical support, and resource coordination. Provide administrative support to faculty program directors, department chairs, and other prelicensure faculty for special programs (e.g. 4+1, Kaiser Summer Internship).

10% General Administrative Support

Provide occasional support, answering calls and processing requests. Provide back-up support to peer program assistants as needed. Perform other duties as assigned.

Job Responsibilities Essential Job Responsibilities

• Assist in processing enrollment of students in nursing and health professions programs.
• Attending planning meetings to coordinate overall progress of students in programs on main campus and at regional campuses.
• Prepare and edit reports, proposals, catalog copy, meeting minutes, manuals, and other routine correspondence related to the programs.
• Provide program information and systems guidance to university (students, faculty, alumni, and staff) and external stakeholders (e.g. prospective students, parents, and families).
• Assist in designing outcome measures and gathering data for evaluation of program outcomes.
• Communicate progress and outcomes of the programs to communities of interest.
• Assist with necessary paperwork for BRN RN licensure and various certifications for graduates.
• Assist with providing students with information, orientation, and preparation for licensure and certifying exams.
• Maintain a filing system for program memos, documents, and reports.
• Assist with maintenance of the program budget and variance analysis.
• Handle confidential, sensitive materials, correspondence and issues relating to School of Nursing and Health Professions programs.
• Compose and prepare correspondence answering routine requests and inquires.
• Plan/Staff events for department.
• Assist with education verification paperwork for alumni.
• Perform other duties as assigned.

MINIMUM REQUIRMENTS

Post high school education preferred Training or experience equivalent to five (5) years of increasingly responsible work experience in a senior support role or related education. Ability to work with minimum supervision. Precise knowledge of office and university policy and procedures, comfort and experience with university systems. Demonstrated ability and experience working with diverse faculty and students and cultivating an inclusive environment that supports USF's Jesuit mission. Strong equity lens, cultural humility and proven ability to work well in a diverse context. Experience with and demonstrated ability to work with a diverse student body, faculty and staff. Excellent communication skills. High level of competency with Google Workspace and Microsoft Word, PowerPoint, and Excel. Knowledge of Banner student software and Salesforce is a plus. Demonstrate critical thinking, planning, program-solving and interpretive skills to analyze situations, define problems, identify concerns, develop and propose solutions. Ability to work with variety of constituencies and explain complex rule-based systems with a high degree of service of compassion. Appreciate of student privacy and understanding of FERPA regulations.

Full-Time/Part-Time: Full time Pay Rate: Hourly Salary Range : $33 hourly

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.