Program Assistant IV

Program Assistant IV

University of San Francisco

R0011163

USF Hilltop Campus

Job Title:

Program Assistant IV

Job Summary:

Under the dual supervision of the Director of University Ministry and Senior Director of CAPS, the Program Assistant is equally responsible for supporting the University Ministry Office and its staff, and Counseling and Psychology Services and its staff. Living the Jesuit Catholic Mission of the University of San Francisco (USF), University Ministry (UM) supports the spiritual, religious, and pastoral needs of our university community. The position provides administrative support for various departments within the Student Development Unit, in Student Life, including but not limited to the University Ministry, Health Promotion Services, OSCRR, and Case Management. The Program Assistant IV provides professional, non-judgmental, efficient customer service to students seeking CAPS services. This position also is required to perform non-routine assignments and handle problems as they arise in a confidential manner.

The Program Assistant will be responsible for various administrative responsibilities, including budget and expense reports, database management, event logistics, the department website/social media, office supply monitoring and ordering, and program marketing and communications.

Full Job Description:

Essential Duties and Responsibilities

• Answers phone calls, schedules students for appointments, and routes calls or relays messages to the appropriate party in a professional manner.

• Serves as the initial point of contact, greeting, and assisting students, parents, faculty, and staff visiting or calling CAPS, including students in distress.

• Collects and clarifies caller or visitor requests of the department, provides general information, consults with clinical staff, and alerts senior staff immediately regarding crisis calls.

• Processes requests and solves problems in standardized situations including answering phone calls in a professional and courteous manner, assisting walk-in students seeking appointments, scheduling clients and clinicians, processing online intake and other data forms, filing paperwork, photocopying, assisting in creating reports for the center, PowerPoint presentations, flyers, and orienting clients to CAPS and its policies.

• Understands CAPS functions and can explain the related policies and procedures. Can solve issues around policies and procedures and knows when an issue needs to be escalated to a manager

• Daily Operations include:

• Establish, update when necessary, and streamline front office procedures and policies to ensure an effectively run front office.

• Update shared Front Office Google Drive folder materials as needed

• Administers and manages the submission of client intake data forms

• Consult and communicate with faculty, staff, families and provide information and referrals as needed

• Facilitate access to services to students in crisis; coordinating with CAPS clinicians, SL Case Manager, Public Safety, and others as needed.

• Mail Clerk: sort and distribute mail, forward misdirected mail, and keep an inventory of mailing supplies

• Send daily Text Appointment Reminders (2 Days in Advance)

• Email links to complete mental health forms for initial appointments and follow up with student to ensure forms are completed prior to appointments

• Monitor and Respond to Initial Triage Appointment Booking Form submissions

• Answer calls in professional and courteous manner

• Provide Titanium support:

• Upload data from student assessments

• Monitor and update hosted web component (online links to student assessments)

• Troubleshoot issues with Titanium Support Team Liaison

• Create and send out Qualtrics surveys, including Group Therapy Experience Surveys. Update Initial Triage Appointment Booking Form as needed

• Schedule and maintain appointments for staff of 17+ clinicians

• Supports the logistics and efforts of the University Ministry office and CAPS office.

• Assist with management of department budget. Facilitate and oversee the process of developing annual program budgets. Provide accurate budget reporting throughout the year that tracks actual/projected expenses, as well as year-­to­-year budget comparisons. Maintain financial recordkeeping system. Prepare, process, and provide payment verification for purchase orders/requisitions for all accounts and programs. Develop and provide financial statements as needed for grants, donors, staff, and annual reports.

• Manage, complete, and/or approve purchases, maintenance, and vendor agreements and contracts. Monitor the department's IT needs. Reconcile Concur expenses, including assisting directors with completing expense reports.

• Serve as an additional contact with USF departments and services, including ITS, Facilities, Plant Services, Purchasing, Business and Finance, Human Resources, and One Card.

• Monitor and maintain inventory of program materials and office supplies.

• Assist the UM Director with logistics of the Resident Ministry program.

• Staff the front desk when in the office.

• Support directors with administrative tasks as needed.

• Attend staff meetings when able and meet with the Director of University Ministry once every other week.

• Support Health Promotion Services during summer months (July and August) on campus wide health requirements for health insurance and immunizations; and assisting with outreach.

• Other administrative duties as assigned.

Qualifications

Post-high school education required. Four years of increasingly responsible experience in administrative support work or related education. Experience as a professional/administrative assistant in higher education/student services preferred. Rigorous attention to detail required. Excellent oral and written communication skills. Strong proven skills in Windows Office applications. Ability to anticipate and follow through on assignments necessary for planning, implementing, and completing various tasks. Ability to manage multiple tasks while meeting deadlines. Discretion in handling confidential material in a highly professional manner. Appreciation of and sensitivity to diverse cultures, religious traditions, and lifestyles, and the ability to communicate effectively orally and in writing with diverse populations. Understanding of and commitment to USF's Vision, Mission, and Values.

Full-Time/Part-Time:

Full time

Pay Rate:

Hourly

Salary Range :

$32.28 starting pay rate, with 5% increase upon successful completion of probationary period.

To apply, visit https://apptrkr.com/6352609.

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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