Assistant to the VP of Division for Mission and Ignatian Imagination

Job Title:

Assistant to the VP of Division for Mission and Ignatian Imagination

Job Summary:

The Assistant to the VP will join the new Division for Mission and Ignatian Imagination within the University, and the Mission Team, which includes the Vice President, the Director of University Ministry (UMin), the University Chaplain, the Director of the Joan and Ralph Lane Center for Catholic Social Thought and the Ignatian Tradition (the Lane Center), the Director of the Office of Antiracism, Diversity, Equity, and Inclusion (ADEI). The Division is charged with helping to shape how the University lives its Jesuit Catholic mission in service of forming students who will “change the world from here.” The work of the Division helps to ensure that USF remains a place where faith and reason flourish, where justice is pursued with rigor and love, where diverse religious and secular perspectives are welcomed, and where the whole community is invited into the transformative work of Jesuit education.

The Assistant to the VP both supports the work of the Vice President and the other members of the Mission Team, while serving as the hospitable face and primary point of contact within the University for all those seeking to participate in the University’s Mission. The Coordinator provides executive support for the Vice President of Mission and Ignatian Imagination and oversees administrative and operational functions for the Office of the Vice President, the Lane Center, ADEI, and cooperates with the work of UMin and the University Chaplain. Because the Vice President chairs the University Mission Council, the Division Coordinator will sit on the Council and provide administrative and operational support to it. As the Vice President and the Mission Team will staff the Mission Committee of the Board of Trustees, the Coordinator will assist with organizational and administrative support for that Committee’s meetings.

The Assistant to the VP serves as a trusted administrative and strategic partner to highly visible offices of the University, providing high-level executive support to advance the institution’s Catholic, Jesuit mission, academic excellence, and operational effectiveness. This position is responsible for managing executive communications, coordinating priorities and activities, supporting governance and stakeholder relations, and ensuring the efficient operation of the various offices within the Division for Mission and Ignatian Imagination. The Assistant exercises professionalism, discretion, friendliness, and sound judgment while fostering collaboration and reflecting the university’s values.

This position is full time and will support the VP of Mission and Ignatian Imagination 50% of the time; the Lane Center 25%; and ADEI the other 25% of the time. This position is on-site/in-person.

Full Job Description:

• • Serves as liaison for the Division of Mission and Ignatian Imagination, ensuring that all internal and external constituents feel valued, supported, and celebrated through affirming and respectful communications, and coordination of meetings and events.
  • Coordinates and prioritizes the schedule and communications of the Vice President of Mission and Ignatian Imagination, ensuring the most strategic and efficient use of the VP’s time, and briefing/preparing the VP for meetings and events, including meetings with major donors, the Archdiocese of San Francisco, the Jesuit West Province, the Association of Jesuit Colleges and Universities (AJCU), the Catholic Theological Society of America (CTSA), and other external partners and stakeholders.
  • Performs a range of administrative and technical support duties as the primary and confidential administrative support to the VP, relieving the VP of administrative details.
  • Manages budget related items, including expense reports, vendor invoices, and fund transfers for the VP, the Lane Center Director and the Director of ADEI.
  • Arranges travel and accommodations for the VP and, when necessary, for the other Division directors, and for guests of the division who may be visiting the University. Likewise, provides support to the holder of the Lo Schiavo Chair, the boards of the Lane Center and ADEI.
  • Helps facilitate communication and cooperation with the Office of the President, the Office of the Provost, the Academic Deans, the Divisions of Advancement, Enrollment Management, and Student Life, other senior leaders in the University, and the Loyola House Jesuit Community, while ensuring that the Office provides proactive communications and timely responses to inquiries from students, faculty, staff, and stakeholders in a professional, discrete manner.
  • Proactively assists the VP of Mission and Ignatian Imagination in demonstrating care and appreciation for the USF community, by drafting letters of invitation, gratitude, congratulations, acknowledgement, etc.
  • Ensures persons meeting in the Office of Mission are afforded hospitality and the schedule is kept punctual.
  • Serves as the designated committee staff to the Catholic Identity and Jesuit Mission Committee of the Board of Trustees. Maintains confidential membership lists, prepares agendas, sends notices, coordinates quarterly meetings, captures minutes, makes meeting arrangements, and provides administrative support in accordance with the established practices of the standing committees of the Board of Trustees.
  • Provides administrative support to the University Council for Jesuit Mission. Compiles agendas, meeting packets, quarterly reports, presentations, and minutes of the meetings.
  • Provides administrative support and leadership to other Mission Division Initiatives.
  • Maintains discretion and confidentiality in relationships with trustees, major donors, president, and cabinet members.
•  Responsibilities with the Office of the VP, the Lane Center, and the ADEI Office
  • Oversees office procedures, filing systems, and space planning for the Office of the VP.
  • Manages the Office of Mission and Ignatian Imagination, the Lane Center and ADEI’s direct voicemail and office mail.  Posts notifications and announcements. Receives and screens a variety of calls. Takes information, answers inquiries, provides information using knowledge of the University and its Jesuit Catholic educational mission.
  • Plans, coordinates, and organizes activities and coordinates events sponsored by our three offices while working with administrative staff from the President’s Office, the Jesuit community, etc.
  • Schedules meetings and assists the directors with scheduling related to Lane Center/ADEI.
  • Manages Lane Center / ADEI events, creating promotional materials, coordinating speaker travel, and coordinating with USF Events Management Services.
  • Assists directors in managing Lane Center/ADEI Funds, Organizations, Accounts, and Programs (FOAPS), creates budget and expense reports, and manages transfers.
  • Manages website and email communication for Lane Center and ADEI.
  • Maintains advisory board membership lists and an archive of documents.
  • Takes minutes at Lane Center/ADEI meetings 
  • Assists in coordinating the Lane Center programming and ADEI programming.
  • Purchases of office supplies using Hilltop Shop and other duties as assigned.

  QUALIFICATIONS AND REQUIREMENTS

• • Bachelor’s degree required. Master’s or other advanced degree preferred. Excellent written and verbal communication skills.
  • Minimum of five years of administrative experience in an executive office; experience in a higher educational setting is preferred.
  • Understanding and commitment to USF’s Jesuit Catholic educational mission, and the capacity to articulate the mission to members of the USF community and to external partners. 
  • Demonstrated appreciation for/working knowledge of the Society of Jesus (“The Jesuits”) and Ignatian spirituality. OR deep familiarity with the Jesuit (Society of Jesus) charism in higher education, Ignatian spirituality and discernment.
  • Experience managing an executive-level calendar.
  • Excellent organizational and planning skills and the ability to prioritize among complex and competing expectations. Highly effective at time and task management, and prioritization.
  • Project management skills, ability to plan, think through, carry out and assess multi-part projects. 
  • Ability to exercise a high level of diplomacy, discretion, emotional intelligence and confidentiality.
  • Advanced competency (or the ability to quickly acquire such competency) in using Google Suite, Microsoft Word, Excel, PowerPoint, Concur, Workday, Canner, and task management and task sharing tools (Slack, etc).
  • Experience managing virtual meetings on Zoom.
  • Qualified applicants should submit a cover letter, resume, and the names/contact information for 2-3 references.

Priority review will begin on Oct 5. Selected candidates will be invited for first interviews on Oct 9 or Oct 12 via Zoom.

Full-Time/Part-Time:

Full time

Pay Rate:

Salary

Salary Range :

$85,000 - $89,000 annualized; commensurate with experience