Job Title:
Operations Assistant
Job Summary:
Provides a wide range of administrative support throughout the School of Nursing & Health Professions. This person’s successful information management, and knowledge of departmental and divisional academic functions, and business-process related questions and issues, helps the SONHP to run smoothly, and serves students, faculty, staff, and external contacts more effectively.
This position reports to the Director of Budget Planning and Operations as well as the Director of Academic Planning and Operations. The position is responsible for coordinating different procedures, each potentially numerous steps, and for follow-up on several different record keeping functions. Responsibilities and duties are carried out under general supervision; exercises interpretive skills to analyze situations, 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. Position requires strong attention to detail, ability to organize and prioritize multiple demands, and represent SONHP in a professional manner at all times.
This is an in-person, Monday - Friday, 8:30 AM - 5 PM, position in our San Francisco main campus.
- Operations Support—50%
- General Administrative Support—45%
- Other tasks as assigned—5%
Full Job Description:
Job Responsibilities
OPERATIONS SUPPORT 50%
- Support the Operations team in providing a variety of clerical and administrative duties ranging from routine to moderately complex
- In collaboration with the Operations team, track, prepare, and send faculty assignment letters and Non-teaching Appointment letters each semester and provide proper organization and filing of these assignments
- Support the Director of Academic Planning and Operations and the Business Specialist in the reconciliation of faculty workload through performing reconciliations between Human Resources and Course Enterprise Systems, Workday and Banner, to ensure data integrity between programs
- Process and submit Concur expenses, Invoices/Honorariums, and Independent contractor for payment
- Collaborate with scheduler and operations team in developing and maintaining FAQ and other process related documents around student registration issues and common requests, rooming issues and re-rooming requests, workload issues, new hire process, etc.
- Submit requests for new staff/faculty USF platform access - Salesforce, Listservs, Google Calendars, JADE, BANNER, CONCUR, Emma, etc.
- At the direction of the Academic Systems and Operations Analyst, assist with correspondence and tracking of student scholarships and gifts.
- Initiate tracking, track, and maintain HR-related records for faculty and staff
- Assisting in compliance of university policies and procedures at SONHP
- Perform other duties as assigned.
GENERAL ADMINISTRATIVE SUPPORT 45%
- General office duties: filing, record keeping, data entry, policy and document updates
- Contribute to create, organize and maintain policies and procedures for the School of Nursing & Health Professions. Coordinates P&Ps by identifying subject matter experts for particular functions; and quality check P&Ps for accuracy, readability, and usability by intended audience. May serve as contributing author for certain operational P&Ps.
- Coordinate and set-up meetings (Zoom and rooms): take and store proper meeting notes and track duties that are assigned
- Oversee the operation’s team email and track request and correspondence
- Monitor University Pcard delinquency list and coordinate with faculty/staff on expense report submissions
- Assist Faculty Chair with online application process GNOSIS for Faculty Development Funds (full and part-time) – 175+ applications and award letters
- Partner with the Academic Support Assistant to ensure data is entered and updated in the approved SONHP teaching assignment tracking and scheduling system.
- Provide Fiscal Year-End support on projects, as needed
- Provide supervision of the SONHP student assistant
- Serve as back up to the Assistant to the Office of the Deans & Operations during peak time and during absence (ordering office supplies, facilities and IT requests, student hiring, Dean calendars)
- Perform other duties as assigned.
MINIMUM QUALIFICATIONS
- Post high school education is preferred.
- Training or experience equivalent to three years of increasingly responsible work experience or related education.
- Ability to analyze needs and implement appropriate office procedures.
- Familiarity with applicable USF policies and procedures or ability to learn and interpret them.
- Experience working with computer database systems, word processing and spreadsheet software; alternately, willingness to learn and effectively use computer software.
- Must be customer service and team oriented.
- Experience with and demonstrated ability to work with a diverse student body, faculty and staff.
Full-Time/Part-Time:
Full time
Pay Rate:
Hourly
Salary Range :
$32.28 hourly, eligible for a 5% increase post-probationary period
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