Program Assistant V, Admissions, School of Law

Job Title:

Program Assistant V, Admissions, School of Law

Job Summary:

The University of San Francisco School of Law is seeking a professional with strong initiative and a committed work ethic who is interested in using the full range of their administrative skills to enhance the school’s productivity, efficiency and responsiveness. This position supports enrollment and admissions for all law programs— including graduate programs (LLM, Masters, and certificates), JD program, exchange and visitors programs, and any new offerings.

The Program Assistant reports to the Director of Graduate Admissions, and provides administrative support to the Director of Graduate Admissions, the Associate Director of LLM & Master’s Programs, as well as back-up support for the JD Admissions Office Assistant and other Admissions staff.

The successful candidate for this position must be detail-oriented and possess the ability to manage multiple priorities. Excellent customer service skills are required. Candidates should demonstrate advanced written and oral communication skills and significant experience with the latest office technology.

Full Job Description:

Responsibilities:

• Recruitment & Admissions:

  • Serve as the primary point of contact and manage general email accounts and phone lines for all graduate programs, including in-person and online LLM, Master's, and certificate programs. Provide secondary support for the JD program by assisting the JD Office Assistant with overflow admissions responsibilities, including managing emails, phone calls, and in-person inquiries.

  • Manage front-end admissions processes, including back-up support for JD Admissions and management of the applicant/student files. This role will have access, including SSNs, to make necessary changes in the structure of the admissions databases (ACES2/Unite, Slate, Banner) to coincide with policy/reporting needs.

  • Assist the Director and Associate Director with weekly applicant/admissions reports.

  • At the direction of the Director and Associate Director, create ad hoc reports to ensure applicant and admission goals are on target.

  • Act as back-up to JD Admissions Office Assistant to update or edit reports for JD Admissions as needed.

  • Coordinate with the Director to track paperwork and facilitate the arrival of international professors and scholars as needed.

  • Assist the Director with the necessary paperwork and process for the international semester exchange program as needed

  • Maintain the Graduate Programs’ Canvas Orientation and Student Resources Modules on canvas. Support the Director and Associate Director with various Orientation/Onboarding programming. Act as back-up for updating or editing the JD Admissions Canvas Orientation module, if needed.

  • Support the Associate Director of LLM & Master’s Programs work with the law school’s OMC Marketing Partner to meet collateral development deadlines for the graduate programs. 

  • Inventory and organize print and digital materials related to recruitment and marketing efforts.

  • Manage updates to USF Admissions pages at direction of Director and Associate Director.
     

• Departmental Administration:

  • Oversee and represent the department when senior staff members are out for recruitment travel.

  • Act as the office coordinator in the absence of management and make necessary decisions.

  • Receive and direct students and visitors and track all facets of student and faculty interaction with the program.

  • Execute data analysis and report preparation to meet institutional and accreditation requirements and standards as directed by the departmental leadership and as required by the School of Law or University.

  • Coordinate with University departments to meet ITS, purchasing and facilities needs.

  • Process expense reports and invoices. Manage budgets for shared resources (i.e. manage the budget for general office supplies across the programs).

  • Review spending and reconcile with monthly budget reports; relay concerns to the Director and Associate Director and execute solutions at their direction. Will interact with the Senior Director of Administration and Finance on these issues.

  • Assist the Director and Associate Director and the communications team in the execution of marketing, advertising, and sponsorship creation and management plans, as well as monitoring of the program’s web presence.

  • Maintain the program information on MyUSF for students and colleagues.

  • Assist with the training and manage departmental student assistant(s). Liaise with the Senior Director of Administration and Finance and USF Student Employment to comply with school and University standards.

  • Manage departmental calendars and scheduling programs for office staff.

  • Arrange for meetings and travel, manage schedules, create and maintain files, and other general administrative support, including photocopying, faxing and mailing.
     

• Student Services:

  • Act as first-line response to student inquiries.  Handle student requests independently in accordance with departmental policies.  Guide students toward law school, university and/or departmental policies and procedures as appropriate.  Ensure student inquiries are routed to appropriate staff members in the department and in a timely manner.

  • Manage systems, including required data entry and coordination with the School of Law Registrar. Maintain confidential student records in accordance with FERPA standards.

  • Assist the Director and Associate Director in the annual review and edit of departmental policies related to student services - formatting, tracking timely submission, etc.
     

• Faculty Support for Graduate Programs:

  • Assist the adjunct faculty with semester teaching preparation.  Correspond with adjunct faculty regarding deadlines, tracking document/syllabi submission, ensure that faculty are aware of upcoming and relevant deadlines.  Review syllabi for formatting.

  • Serve as the conduit for additional support for faculty with the Faculty Services and Deans’ Offices.

  • Provide first-line Canvas (course management program) support during course preparation and administration.

  • Assist the Director in maintaining international faculty records and relationships.
     

• Event Support

  • Serve as a main point of contact for in-person and virtual departmental events for graduate programs.  Schedule rooms, coordinate catering, collect RSVPs, etc. for in-person events.  For virtual events, schedule meetings, set calendar reminders, collect attendee information, etc.

  • Serve as back-up to the JD Admissions Office Assistant for in-person and virtual department events for the JD program.

  • Collaborate with JD Office Assistant to order giveaway “swag” items for all admitted and incoming students and manage inventory.

  • Coordinate University resources for recruitment, admissions, and student services events on campus, off-campus and online

  • Act as a liaison between the programs and other organizations and vendors.
     

Requirements:

• Understanding and commitment to USF’s mission, vision, and values.

• Post high school education preferred.

• Training or experience equivalent to five years of increasingly responsible work experience in a mid-level support role.  Length of experience required could be adjusted based on other factors that indicate clear capability to handle this work, such as other academic and/or organizational experience.  Experience working in an educational environment desired.

• Ability to work with a minimum of supervision and resolve issues as needed when supervisor(s) are not available.

• Position requires a quick learner with proven flexibility and a desire to work in a fast-paced, challenging environment.  Well-developed skills in prioritization are imperative in this shared support position.

• Capacity for high volume, accurate work production.  Excellent proofreading skills, detail oriented, and knowledge of general office procedures, standards and equipment.

• Experience with or the ability to work with a diverse student body, faculty and staff.  Strong equity lens, cultural humility and proven ability to work well in a diverse context.

• Preferred experience in event planning, formal report writing, data analysis, and financial processing.

• Advanced proficiency in PC platform software, Microsoft Office (Word, Excel, PowerPoint), and proficiency in database management.  Familiarity with web content management systems, Canvas, Concur, Workday, Slate and Banner desired.

• Ability to lift 25 lbs.
   

Work Environment:

• This position is full-time, 37.5 hours per week. 

• This position is located at the Main Campus (2130 Fulton Street) in San Francisco. On occasion travel to the Downtown Campus (101 Howard Street) may be required.

Full-Time/Part-Time:

Full time

Pay Rate:

Hourly

Salary Range :

$34.00/hour