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Job ID: 136745

Program Assistant IV, Teacher Education Department
University of San Francisco

Date Posted Jan. 21, 2020
Title Program Assistant IV, Teacher Education Department
University University of San Francisco
San Francisco, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Teacher Education

Job Title:
Program Assistant IV, Teacher Education Department

Job Summary:
This full-time, year-round position supports the academic programs offered by the Teacher Education Department for approximately 300 students annually within the graduate School of Education.

Full Job Description:

Faculty/Department Support:
  • Assists Department Chairperson with a variety of programmatic needs
  • preparation of departmental memos,
  • meeting agendas,
  • meeting minutes,
  • departmental letters,
  • departmental documents).

  • Maintains and updates all TED-related database files.
  • Assists Dual Degree program in clerical capacity
  • Provides support to adjunct faculty members - assistance with SOE forms, clerical processes, ordering supplies, copies when needed, and general information.
  • Assists Full Time TED Faculty (assistance with SOE forms, access to academic advising resources, copying when needed)
  • Creates and maintains academic advising materials (i.e. TED Program Checklists)
  • Creates and maintains current student and recent alumni email lists
  • Creates reports for Chair and faculty (i.e. lists of advisees, lists of student contact information, etc.)
  • Fields current student inquiries and connects student with appropriate resources/faculty (first point of contact in the office)
  • Other duties as assigned

Responsibilities directly associated with the CTC:
  • Assists Director of Field Placements and Internships in maintaining contact information for students, master/cooperating teachers, supervisors involved in school site placements and student teaching
  • Gathers, inputs, and files all paperwork and records related to TED Student Teaching: student-teaching logs, supervisor reports, master teacher reports, pay orders, etc.
  • Maintains up-to-date information in multiple databases for school districts, schools, master teachers and university supervisors
  • Assists Program Manager with state credential accreditation review
  • Assists in gathering documentation for Biennial Report and Bilingual Authorization Reauthorization

Office Managerial Tasks:
  • Answers phone: provides program information and refers callers when appropriate
  • Reception: greets visitors, gives general assistance/information as needed,
  • Mail: sorts and distributes department mail, as well as processing outgoing mail,
  • Orders supplies
  • Reserves meeting space
  • Creates and maintains student files, student & faculty mailboxes
  • Monitors bulletin board
  • Creates and maintains TED Dropbox & TED shared drive

Admissions & Recruitment:
  • Responds to prospective student emails (high volume)
  • Tracks admissions applications and coordinates application review meetings for the department

  • Prepares all materials for New Student Orientation (TED packets) and coordinates schedule for Department portion of Orientation
  • Coordinates special events for TED (ordering food, reserving space, collaborating on agenda, making copies, creating posters for marketing, etc. ) - ex: Mentor Teacher Event, guest speaker events, etc.

  • Receives and tracks scholarship applications from main and branch campus students.
  • Fields student inquiries about scholarships
  • Coordinates scholarship application review meetings and notifies scholarship recipients

Minimum Qualifications
  • 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 have excellent organizational and writing skills.
  • Must be able to work on many tasks and projects simultaneously.
  • Must maintain effective communication and relationships with students, faculty/staff and public.
  • Advanced Proficiency working with computer database systems, word processing, database (Filemaker Pro) and spreadsheet (Excel) software.
  • Must have ability to work independently and as part of a team.
  • Experience and commitment to working effectively with diverse populations

Full time

Pay Rate:

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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