Job Details
- Program Assistant V (PA-V): Operational Department Coordinator
- Go to our website »
Program Assistant V (PA-V): Operational Department Coordinator
University of San Francisco
Job Summary:
Provides a wide range of administrative support throughout School of Nursing & Health Professions. Carries out duties and responsibilities with limited-to-no supervision. This person's successful information management, knowledge of departmental and divisional academic functions, and business-process related questions and issues, helps the SONHP to run smoothly, and serve students, faculty, staff, and external contacts more effectively. The incumbent's knowledge of academic affairs, complex departmental and divisional academic functions, external agency relationships, and student services enables the programs and department to serve students, faculty and external contacts more effectively through regular data report and updates to the manager, program director, department chair, and/or SONHP administration.
This position reports to the Director of Operations and may supervise student assistants. Carries out duties and responsibilities with limited to no supervision; exercising critical thinking, planning, problem-solving and interpretive skills to analyze situations, define problems, identify concerns, and develop and propose solutions associated with supporting the academic or administrative functions of program and department as related to staff, student and faculty support. Strong attention to detail, ability to organize and prioritize multiple demands, and represent SONHP in a professional manner at all times.
Job Responsibilities:
GENERAL ADMINISTRATIVE SUPPORT 40%
Conduct Process Improvement for key operational functions throughout the School.
Create, organize and maintain policies and procedures for the School of Nursing & Health Professions. Serve as coordinator of P&Ps by identifying subject matter experts for particular functions; and quality check P&Ps for accuracy, readability, and usability by intended audience. Serve as primary author for those processes s/he took through Process Improvement.
DATA: Provide leadership, support, data collection to staff/faculty with responsibilities in grant and contract development and management.
o As a superuser of Project SONHP, run reports, ensure data integrity, troubleshoot for program and staff, maintain updates with program administrators
o Maintain databases for SONHP and track faculty data
o Complete annual and periodic accreditation reporting for AACN, BRN, CEPH
o Assist Director of Operations develop SONHP operational metrics
o Perform data processing duties, including use of Excel, Banner and other administrative information systems.
Manage and oversee HR Options posting and hiring of temp workers
Oversee Independent Contractors approval, on-boarding, and payment
Submit requests for new staff/faculty USF platform access Project SONHP, Listervs, Google Calendars, JADE, BANNER, CONCUR, Door access, etc.
Process and submit Concur expenses, Invoices/Honorariums for payment
Submit DDR (departmental deposit records) to ABS
Request, print and distribute time department and contract & grant reporting for all SONHP accounts including; operating, capital, contract/grant, gift, endowment, special projects and designated accounts.
Work closely with branch locations (Orange, Sacramento, Pleasanton, San Jose) managers to complete all new branch campus faculty on-boarding
Research and provide answers to faculty and staff questions. Follow up with information and appropriate referrals.
Create, revise, store and maintain, retrieve, edit and print a variety of documents, reports or records using word processing software.
Perform other duties as assigned.
FACULTY/PROGRAM SUPPORT 25% (200 faculty; 8 programs)
Oversee and manage all new adjunct faculty hires (80+ adjuncts per year) in PeopleAdmin including SONHP affiliates and including gathering of documents used for hiring decision, onboarding, faculty ID card, assist with any initial onboarding questions including pay rate or adjunct contracts.
PeopleAdmin: Submit adjunct faculty offer letters
Assist with adjunct/faculty on-boarding process: Paperwork, access, supplies, etc.
Administrative support for Faculty Development Fund Committee
Maintain/Update adjunct & Full-time faculty folders
STUDENT SUPPORT 20% (1,730 enrolled students)
Maintain records of graduate student recipients (500 grad students per year) of multiple scholarships (22+ scholarship programs)
Maintain scholarship and student professional development process: online scholarship applications, tracking, Memos to financial aid department, award email, reimbursement submission, Banner updates, etc.
Student Workers (200 students annually): Serve as backup for student employment: posting, EPAFs, E-timesheet approver, and scheduling work assignments
ADMINISTRATIVE SUPPORT (15%)
Manage the calendar of the Director of Operations and some additional support to Director of Partnerships and Manager of Strategic Initiatives
Coordinate & set-up meetings (Zoom and rooms)
Independently track information, including program budgets, prepare and edit reports for grants, proposals, manuals and correspondence for Director of Operations.
Occasional research of special topics such as Best Practices for Student Recruitment Strategic Planning.
Triages inquiries, both written and by phone, for the Director of Operations. Answer routine requests and inquiries.
Handle confidential, sensitive materials, correspondence and issues relating to SONHP programs.
Minimum Requirements:
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 a minimum supervision, apply policies and make independent decisions.
Precise knowledge of School and university policy and procedures; comfort and experience with university systems. Knowledge of Banner student software and capacity to learn and master Project SONHP is a plus.
Demonstrated critical thinking, planning, problem-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 and compassion.
Appreciation of student privacy and understanding of FERPA regulations.
Additional Knowledge, Skills, and Abilities:
For information on how to apply, please visit the following link: www.usfjobs.com
EEO Policy
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individuals race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.
Copyright 2017 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency
jeid-bdb2c910d88e0e46818102958c98140a