Job Details

University of San Francisco
  • Position Number: 5408011
  • Location: San Francisco, CA
  • Position Type: Secretary and Administrative Assistants

Program Assistant IV - Biology / Biotechnology
University of San Francisco

USF Hilltop Campus

Job Title:
Program Assistant IV - Biology / Biotechnology

Job Summary:
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.

The College of Arts and Sciences pairs a rigorous academic curriculum with an urban, global perspective. The college's vision of success involves both the head and the heart, giving students the skills and compassion to fashion a more just and humane world. This position is a terrific opportunity for a self-motivated, detail-oriented team player inspired to help realize this vision.

Under the general supervision of the Associate Dean and under the direction of the Department Chair/Program Coordinators, the Program Assistant IV will provide secretarial support services to the Department of Biology, which includes an undergraduate and graduate program in Biology as well at the PSM in Biotechnology, and various administrative support duties for full- and part-time faculty in the department and associated programs.

Full Job Description:

Job Responsibilities:
  • Provides administrative and operational support to run the department/program office effectively, efficiently, and in keeping with the Vision, Mission, and Values of the University of San Francisco.
  • Organizes work, sets priorities, and manages department/program office under the general guidance of the Chair/Coordinators.
  • Collaborates cross-functionally across University departments and acts as the department/program liaison for faculty, students, staff, and external partners.
  • Serves as the first point of contact to receive and screen a variety of calls and emails. Takes information and answers inquiries using knowledge of University, College and department/program academic policies and procedures.
  • Assists with planning and coordinating events and activities to promote the programs and build community.
  • Processes invoices and purchases supplies and other support for the department/program.
  • Modifies and creates new procedures to increase efficiency, maintain confidentiality, or work flow using knowledge of operations and creative problem solving techniques.
  • Handles confidential, sensitive materials relating to faculty, students and other issues.
  • Provides administrative support for professional and scholarly activities of the faculty.
  • Recruits, onboards, trains, and supervises student worker(s) in compliance with legal standards and practices.
  • Creates or inputs, revises, stores, retrieves, edits and prints a variety of (sometimes confidential) documents, reports, or records using word processing software. Prepares and does minor editing of manuscripts (e.g., technical manuscripts, those written in a foreign language), reports, grant proposals, catalog copy, meeting minutes, class schedules, tests, and course syllabi and manuals, as well as routine correspondence.
  • Maintains digital Program Assistant manual and regularly revises to ensure specific department/program procedures, routine tasks and events, and other information are up to date.
  • Schedules and attends department/program meetings and takes minutes.
  • Sets up, maintains and revises record-keeping procedures and files as appropriate for the Department/Program.
  • 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 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, academic community and the public with tact, discretion, and courtesy; contribute to the professional environment.
  • Experience in student services/student advising preferred.
  • Ability to maintain confidentiality.
  • Ability to word process with speed and accuracy.
  • Ability to create and maintain spreadsheets with accuracy.
  • 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.
  • Ability to use desktop publishing software and equipment to design and produce high-quality publications preferred.
  • Previous experience in an educational, multicultural setting is 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.
  • Demonstrated 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.
  • Understanding of and commitment to USF's Vision, Mission and Values in creating a learning environment that nurtures a faith that does justice.

Full time

Pay Rate:

Salary Range :

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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