Program Assistant V, Office Of Marketing Communications

Job Title:

Program Assistant V, Office of Marketing Communications

Job Summary:

Reporting to the Associate Director of Administration & Project Management, this position provides full-time operational and administrative support to the Office of Marketing Communications and the Office of the Vice President, including consistent and responsive on-site support to division staff: greeting and welcoming guests, assisting with technology needs such as assigning loaner laptops and reserving conference space, maintaining office and kitchen supply inventories, staffing events as needed, supporting people operations functions, and assisting with the day-to-day administrative operations of the fast-paced Office of the Vice President and Marketing Communications Division. The Program Assistant deals with a diverse group of external callers and visitors and internal contacts at all levels of the organization.

Critical skills in support of this position include a superior customer service and teamwork orientation, great flexibility, professionalism, multi-tasking dexterity, and a friendly demeanor.

Full Job Description:

Responsibilities:

• Provide day-to-day operational and administrative support to the Vice President, Associate Director of Administration & Project Management, Marketing Communications managers and staff.

• Coordinate the Vice President's calendar, travel arrangements, mail, schedule meetings and visits, and request parking permits for visitors.

• Submit expense reports for Vice President and all fellow staff members that need reimbursement.

• Proactively support all aspects of office space needs including hoteling/shared space management and general on-site support for all division staff

• Provide office operation support, which will include ordering supplies, maintaining stock, kitchen organization, ordering parking permits, troubleshooting office equipment, scheduling FedEx pick-ups, updating holiday and out-of-office calendars, initiating and renewing subscriptions, sorting/delivering daily mail and assisting with mailroom deliveries

• Facilitate off-site archival storage.

• Manage and update internal and online division directory listings.

• Hire, supervise and train student interns, manage student worker schedules, projects, workload and seating assignments

• Process student Workday requisitions and train fellow staff members on approving student timesheets, hiring and student supervisory procedures. .

• Track, reconcile, and report on division and department budgets.

• Coordinate scheduling interviews for new hires, including room reservations, temporary parking permits, and escorting to meeting locations.

• Assist with new staff onboarding and offboarding process.

• Manage print and digital advertising insertion tracker; collaborate with marketing strategists to create insertion orders for all publications and attend weekly advertising meetings.

• Facilitate ergonomic equipment orders and office supply requests with Purchasing, HR, and ITS.

• Responsible for detailed oversight of client billing system:

• Organize, prepare and submit all charge-backs to be submitted for monthly transfers.

• Submit/process and track vendor invoices submitted on behalf of clients.

• Maintain ServiceNow staff and student membership list.

• Ensure consistently high level of customer service, communication and responsiveness with above and other department systems and processes.

• Identify and resolve problems and situations that affect the flow of work within the department, with other departments or outside agencies. Develop, propose, and assist with implementation of solutions and systems to address issues.

• Assist with space planning and complex staff moves and interior construction projects: schedule coordination, furnishing, work-orders, computing and telecommunications issues.

• Assist with desktop technology-related services and resources for the Marketing Communications Division including the annual computer replacement and upgrade process and staff equipment, software and assistance requests.

• Assist with preparing and coordinating all documents and administrative details for quarterly Strategic Marketing Communications Committee meeting.

• Assist in the coordination of division-wide meetings and events, which includes managing room reservations, catering, AV set-up, calendaring, document preparation, document preparation, PowerPoint presentation preparation, other administrative details, and taking minutes when needed

• Coordinate with "key partner" USF departments in support of Office of Marketing Communications operations including Business and Finance, Bon Appetit catering services, Events Management, Public Safety, Facilities Management, and ITS.

• Screen mail, phone calls and visitors and refer to appropriate personnel.

• Manage highly sensitive, confidential information with the highest level of discretion.

• Compose correspondence and edit and prepare reports.

• Maintain the department's record keeping procedures and file documents.

• Order supplies, coordinate FedEx mailings, distribute office birthday cards, initiate and renew subscriptions.

• Perform other duties as assigned.

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.
• Able to work independently in the absence of specific instructions.
• Must be organized and able to work on many projects at the same time.
• Advanced experience working with computer database systems, word processing and spreadsheet software.
• Must be customer service and team oriented.
• Ability to professionally and diplomatically communicate and interact with a diverse group of internal and external callers, visitors, and contacts at all levels.
• Ability to deal with highly confidential and sensitive material in a professional manner.
• Ability to work within a team on behalf of the Division.
• Excellent follow-up skills and attention to detail.
• Strong telephone, email, and oral communication skills.
• Strong skills in written English.
• Must have an understanding and alignment with the mission and core values of the university.

Full-Time/Part-Time:

Full time

Pay Rate:

Hourly

Salary Range :

The starting hourly range for this position is $31.26/hour - $34.50/hour. Offers will be based on candidate experience and education, as well as equity within the University of San Francisco.