Job Details

University of San Francisco
  • Position Number: 2543115
  • Location: San Francisco, CA
  • Position Type: Secretary and Administrative Assistants

Program Assistant IV, Graduate Admissions, College of Arts and Sciences
University of San Francisco

USF Hilltop Campus

Job Title:
Program Assistant IV, Graduate Admissions, College of Arts and Sciences

Job Summary:
Under the general supervision of the Dean for Arts and Sciences, and under the immediate direction of the Office of Graduate Admissions' Director, the Program Assistant IV will provide full-time secretarial support services to the Department or Program. Performs various secretarial and administrative support duties for full- and part-time faculty.

Full Job Description:

Job Responsibilities:
  • Exercises independent judgment and decision-making abilities, organizes work and sets priorities, and manages Department/Program Office under the general guidance of the Department Chair or Program Director.
  • Helps create a warm, welcoming environment and assists faculty, students, staff and other visitors to the office.
  • Acts as a resource person/liaison between and among faculty, students, and the University community, as well as members of the public.
  • Receives and screens a variety of calls and emails. Takes information, answers inquiries, provides information using knowledge of University, College and Department/Program academic policies and procedures.
  • Modifies and develops new office work procedures to increase efficiency, ensure confidentiality, or improve 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.
  • Hires, trains and supervises student assistant(s).
  • Creates or inputs, revises, edits, stores, retrieves, and prints a variety of (sometimes confidential) documents such as reports, grant proposals, catalogue or brochure copy, meeting minutes, class schedules, tests, course syllabi, manuals, as well as routine office correspondence.
  • Sets up, maintains and revises record-keeping procedures and files as appropriate for the office.
  • Assist in the processing of graduate applications and admission decisions, including use of Slate, Banner and Xtender systems.
  • Assists the DSO (designated SEVIS officer) in the issuance of I-20 forms for visas to international students admitted to Arts and Sciences graduate programs.
  • Assist in the content updating of Arts and Sciences graduate web pages.
  • Provide support in the recruitment of new graduate students.
  • Performs other duties as assigned.

Minimum Requirements:
  • 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.
  • Must possess proven ability to provide high-quality, administrative support to busy office.
  • Must be able to work independently without close supervision and as a member of a team.
  • Ability to handle diverse situations and meet demanding deadlines.
  • Excellent oral and written communication skills including correct use of grammar, spelling and punctuation.
  • Knowledge of standard office procedures and functions.
  • Must be able to interact with faculty, students, staff, and the public with tact, discretion, and courtesy; contribute to the professional work environment.
  • Experience in student services/student advising preferred.
  • Ability to maintain confidentiality.
  • Ability to word process with speed and accuracy.
  • Experience with the Microsoft suite, Zoom, Workday, Slate, Adobe Creative Cloud, and Google Drive applications preferred.
  • Must be flexible and readily adaptable to change, have good organizational skills and be able to prioritize masses of detail.
  • Must have or quickly develop an understanding of academic policy and administrative operations.
  • Previous experience in an educational, multicultural setting 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.
  • Interest in creative writing and familiarity with social media tools are a plus.

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.

Full time

Pay Rate:

To apply, visit

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

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