Website Santa Clara University

Senior Administrative Assistant

 

Position Title:
Senior Administrative Assistant

Position Type:
Regular

Hiring Range:

$22.02-$25.31/hour. Generous Benefits package.

Pay Frequency:
Hourly
A. POSITION PURPOSE

This position provides administrative support for the department of Mathematics and Computer Science and is eligible for a hybrid work schedule, if approved by the supervisor (department chair).

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Oversee course scheduling process
Using appropriate University systems, schedule annual courses. Record class days, times and location preferences to instructors ensuring compliance with University guidelines. Submit to Office of the Dean and Registrar.
Make appropriate updates as changes occur on the Academic Year Plan and schedule. Keep Office of the Dean and Office of the Registrar informed of changes by periodically submitting updated Academic Year Plans and quarterly schedules. Keep students informed of changes.
Manage information flow between chair, faculty members, Office of the Dean and Office of the Registrar to ensure potential problems can be anticipated and resolved.

2. Financial management
Periodically track expenditures and report findings to supervisor and others, as needed.
Using appropriate University systems, oversee process workflow for reimbursements, honoraria, petty cash and fund transfers.
Monthly reconciliation of purchasing cards and department expenses.
Manage purchasing and requisition processes.
Using appropriate university systems, ensure approval of expenditures have accurate information and are aligned with budget priorities.

3. Student Services Support
Coordinate pre-registration, waitlist and quarterly class enrollment processes, as needed. Ensure Office of the Registrar and department receives accurate and timely information.
Manage communication, from a wide variety of constituents, to and from students.
Manage honor society identification and application processes as well as student award process.
Prepare and distribute advising materials.

4. Day to day office management
Ensure welcoming and customer-friendly office presence.
Manage and facilitate communication flow to department, University offices and external constituents to ensure productivity and organization.
Provide administrative support to department chair.
Manage and facilitate work requests from faculty members and University offices.
Schedule and maintain department spaces and manage calendars.
Update website with ongoing departmental information and coordinate with Office of the Dean to disseminate information via other communication channels.
Purchase office and instructional supplies and equipment.
Ensure office equipment is operating efficiently. Manage issues as they arise.

5. Event planning
Schedule spaces and ensure appropriate facility requests are submitted.
Arrange menus and entertainment.
Manage invitations, correspondence and advertising.
Coordinate travel and lodging arrangements for guests.
Arrange for gifts, parking, decorations and other necessary details.

6. Records management
Maintain department, faculty and student files.
Maintain and update new course documentation and academic Bulletin.
Execute database queries to retrieve up-to-date information and maintain accurate records.

7. Coordinate hiring process
Post advertisements and oversee process workflow using appropriate University systems.
Submit requests for adjunct faculty hires to Office of the Dean.
Hire, train and supervise student employees using appropriate University systems.

8. Other appropriate duties as assigned by first- or second-level supervisor.

C. PROVIDES WORK DIRECTION

Directs student employees.

D. GENERAL GUIDELINES

Recommends initiatives and implements approved 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 community and solicits feedback for improved services.
Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
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.

E. QUALIFICATIONS

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.

1. Knowledge
Demonstrated knowledge of Microsoft Office suite.
Demonstrated knowledge of Google platform tools.
Familiarity with Apple or Windows operating systems.
Knowledge of content management systems and databases preferred.
Understanding of, and appreciation for, the principles of Jesuit education preferred.

2. Skills
Strong organizational and problem-solving skills.
Excellent written and verbal communication skills.

3. Abilities
Ability to maintain a high level of confidentiality.
Ability to take initiative and work independently as well as function well in a team environment.
Ability to handle detailed information with a high degree of accuracy.
Ability to prioritize, multitask, meet deadlines, and handle stressful situations with tact and sensitivity.
Demonstrated ability to work cooperatively with others and maintain relationships with internal and external clients. Must demonstrate high energy, flexibility and a willingness to work as a team player in an organizational environment.

4.Education
Bachelor’s degree preferred

5.Years of Experience
Three to five years administrative work experience, preferably in a higher education environment.

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.
May be required to travel to other buildings on the campus.
May be required to transport at most 10 lbs. (such as books or boxes)

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 academic office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.
Eligible for hybrid work schedule
COVID-19 Statement

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.

EEO Statement

​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, azisser@scu.edu , 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 iahluwalia@scu.edu.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Senior-Administrative-Assistant_R4079

 

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