Website Santa Clara University
Office Manager and University Cashier
Office Manager and University Cashier
$20.72 – 22.79 per hour; commensurate with experience
HourlyA. POSITION PURPOSE
This position serves two primary roles, each comprising approximately 50% of the person’s time. As office manager for the University Finance Office, this person provides administrative and project support for the UFO infrastructure, operations, and staff. The incumbent reports directly and provides administrative support to the Associate Vice President for Finance. As the university cashier, this person is to provide high level customer service and process cashiering transactions in a timely and accurate manner.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
Assistant to the Associate Vice President for Finance and the entire University Finance Office
Maintains files, correspondences and mailing; administer offsite storage account; request to destroy or deliver files as needed
Enters data for internal supplier invoice requests and requisitions, expense transfers and budgets.
Coordinates office meetings, announcements, and events.
Interacts with internal and external personnel for scheduling and information
Oversees reception area and guest intake, directing inquiries to proper staff for handling.
Processes and logs company credit cards and coordinates pick up with cardholders.
Support to Accounts Payable and Purchasing
Reviews supplier invoices between $10k and $50k in the week’s external payment run and communicate any discrepancies to Accounts Payable.
Prints and prepares for payment supplier payment, staff/faculty, and student reimbursement checks.
Coordinate with the Bursar’s Office on the printing and hand-off of student refund checks
Office management of the University Finance Office including facilities management, technology support and event planning and coordination
Facilities coordinator for maintenance, custodial and moves.; maintain good communication with the building manager as needed
Submits Access Request to University Operations for new employees, contractors, and student workers
Provides technical computer assistance to staff and coordinates with IT for technical problems; submit IT support tickets as needed
Maintains office equipment and supplies; purchases mission-critical supplies in coordination with SCU Purchasing as needed
Submits annual PC Replacement survey; updates UFO PC replacement log after hardware changes
Answers the main phone line to assist guests, and direct to the appropriate UFO staff member
Supervision of student employees
Primary supervision of front desk student workers
Coordinate student employment and onboarding in coordination with the student’s direct manager.
Maintains budgeted salaries for students
Responsible for hiring, terminating and task assignments
Process departmental deposits and disbursements and balance cashiering
Pick up departmental deposits/cash sales from Campus Safety drop box on a weekly basis.
Coordinate with others in the University Finance Office to audit deposits containing cash.
Ensure deposits, payment requests and advances are accurate
Reconcile check and payment requests received and processed in the cashiering office.
Reconcile all cash received with petty cash drawer for verification of deposit
Complete balance sheet and documentation for University Finance Office for General Ledger reconciliation
Prepare daily deposit for and coordinates delivery to banking institution
Ensure cashiering has appropriate funds available at all times to meet daily needs of the University’s financial transactions.
Monitor departmental petty cash accounts and administer yearly petty cash audits near fiscal year close.
Replenish departmental petty cash accounts when appropriate paperwork is submitted by the department.
Reviews petty cash advance requests submitted by end users.
Oversees process of reviewing and approving applications for opening of new petty cash accounts, and coordinates set up with proper Finance Office staff.
Process credit card transactions for departments processed centrally
Ensure appropriate care is given to items containing credit card numbers, with numbers redacted and paperwork stored in a secured location
Prepare and maintain recipient logs for purchasing cards
Maintain and improve documentation of cashiering-related processes.
Creates and uploads cashier disbursements spreadsheet to generate journal entries.
Other Duties as Assigned
C. PROVIDES WORK DIRECTION
To student workers as needed
D. GENERAL GUIDELINES
Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools. Researches and develops resources that create timely and efficient workflow. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Required to have a broad knowledge of cash handling and cashier operating procedures
Service oriented with excellent organizational and communication skills
Strong problem-solving skills
Proficient with Word and Excel. Experience with an ERP system helpful.
Ability to manage multiple tasks in a high-profile environment.
Ability to exercise sound judgment and maintain confidentiality
Bachelor’s Degree preferred
5. Years of Experience
3-5 years of directly related experience as an administrative assistant, preferably at the senior level
3-5 years work experience in a cashiering environment with a high volume of customer interaction.
F. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal.
Will be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within the Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.
G. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Indoor office environment with windows.
Offices with frequent interruptions.
The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.
â€‹Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Aaron Zisser, Director of Equal Opportunity and Title IX, 408-551-3043, email@example.com , www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at firstname.lastname@example.org.
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