Student Affairs

Senior Administrative Assistant

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Santa Clara University

Santa Clara, CA United States

Position Title:Senior Administrative Assistant

 

Position Type:Regular

 

Salary Range:

$21.06 - $24.21 per hour, commensurate with experience.

 

Pay Frequency:Hourly

 

A. POSITION PURPOSE

 

The Senior Administrative Assistant is responsible for Undergraduate Business Program Office overall management and support. The position provides policies and procedure information to all faculty, staff, and students. This position reports to the Sr. Assistant Dean and is responsible for the hiring and supervision of the student assistants that support various program and service initiatives at the undergraduate level and is a regular; 30 hours per week, non-exempt position.

 

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

 

1. Office Support (35%)

 

• Provide routine information to customers on office programs and academic policies, procedures and other routine information.

 

• Respond to routine email correspondence. Maintain the undergraduate business programs general email account.

 

• Prepare appropriate marketing and office program material.

 

• Refer customers to other academic or university departments for additional support or information.

 

• Recruit, train, supervise, and evaluate Student Assistants and Graders. Responsible for over 30 students/graders.

 

• Responsible for expertise in WorkDay employee systems to include student hiring, student work policies and time approval.

 

• Serve as WorkDay Financials specialist for department to include: prepare and process staff reports, reimbursements, payment requests, expense transfers, budget modifications, and petty cash.

 

• Department specials for WorkDay participating in training and updates.

 

• Prepare and support external contracts as needed.

 

• Maintain ongoing financial records and provide financial reports as needed.

 

• Make recommendations regarding software; purchase and implement new software as needed.

 

• Responsible for the maintenance and purchase of office technology such as computers, printers, etc. Coordinate yearly PC replacement program.

 

• Determine and order office supplies using contracted vendors and/or appropriate Financial system.

 

• Provide assistance as needed to the Undergraduate Programs staff and faculty.

 

• Oversight for maintaining the office physical environment and space.

 

• Partnership with graduate programs for two physical spaces: shared conference room scheduling and common kitchen area.

 

2. Program Support (45%)

 

• Provide logistical support for programs and events in the office including but not limited to scheduling rooms, ordering food, and material coordination.

 

• Support events with supplies and material preparation for Admission events (Open House, Preview Days) and Family Week-end.

 

• Provide coordination and support for Senior Awards program with budget and financial considerations, award certificates/letters/cords/checks, faculty/staff and student participation.

 

• Analyze, compute and determine award winners for Senior Award ceremony: Beta Gamma Sigma recipients, Isabel Jones Academic prize, Delta Sigma Pi scholarship key, Charlies Dirksen Junior Award.

 

• Supervise and coordinate the maintenance of a master calendar for Undergraduate Business Programs Office and UGBPrograms email.

 

• Material preparation and coordination for a Management course(s): BUSN 70. This includes material preparation for 10 faculty members resulting in 24 course sections. Also daily support, onboarding, course materials, exam copies, scantron processing, supplies and permission number distribution. Class promotion and Mike’s Bike training. Support 16 student graders and overall course coordinator.

 

• Provide assistance, coordination and support for prospective students and their families about LSB during the undergraduate admissions cycle, to include coordinating meetings with instructors and class visitation.

 

• Coordinate travel and conference registrations for staff and students

 

3. Records Management (15%)

 

• Submit quarterly course schedule to the Office of the Registrar for BUSN classes associated with UGBP.

• Support, analyze and create overall academic year planning documents and results for departments during annual academic year planning.

• Supervise distribution of information, correspondence around the internal transfer selection process. Support administrative functions of the selection procedure.

• Maintain and provide statistical information on undergraduate student population such as: class rosters, queries on course enrollment, student demographic request.

• Distribution of quarterly reports such as census statistics, grade distribution, ranking reports and course evaluations, etc.

 

4. Administrative Support to Sr. Assistant Dean (5%)

 

• Provide statistics for confidential surveys and reports.

• Assist with coordination of meetings including notifying participants, scheduling spaces, and arranging for food and equipment.

• Schedule appointments and maintain calendar.

• Support in the overall management of staff/students in office.

• Complete other duties as assigned

 

C. 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

 

Knowledge and Skills

 

• Demonstrated organizational and communication skills.

• Demonstrated ability to manage multiple tasks and exercise sound judgment.

• Ability to manage complex processes and procedures with attention to detail and accuracy.

• Ability to supervise and manage multiple student assistants.

• Demonstrated ability to cultivate collaborative relationships with internal and external constituencies.

• Ability to maintain high level of confidentiality.

• Commitment to understand and support Santa Clara University’s distinctive Jesuit educational vision and willingness to model institutional values of competence, conscience and compassion, in pursuit of its mission and goals

 

Education and/or Experience

 

• High School degree required. Bachelor’s degree preferred.

 

• Minimum of 1-2 years experience working in an academic or business setting.

 

• Demonstrated knowledge of computer software, including MS Windows, MS Office including Word, Excel, PowerPoint, Google Suite of programs, WorkDay, AdAstra calendar

 

D. 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 the job. It is the policy of SCU to provide reasonable accommodations for qualified persons with disabilities. The Americans with Disabilities Act and California Department of Fair Employment & Housing Act require that a “qualified” person be able to perform the essential functions of the job with or without reasonable accommodation.

 

• Considerable time is spent at a desk using a computer terminal.

 

• Maybe required to travel to other buildings on the campus.

 

• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

 

• May be required to occasionally travel to outside customers, vendors or suppliers.

 

• May need to work some week ends to staff office events

 

• Will be required to meet face to face with students.

 

E. 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 and computer lab environment.

 

• Mostly indoor office environment.

 

• Indoor with students

 

• Indoor with other professionals

 

• Offices with equipment noise.

 

• Offices with frequent interruptions.

 

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 Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu, , http://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 https://university-operations.scu.edu/campus-safety/crime-reporting/. 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 https://www.scu.edu/phonebook/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.

 

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 https://university-operations.scu.edu/campus-safety/crime-reporting/. 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.


Requirements

  • Start Date: No Start Date
  • Education: High School or Equivalent
  • Work Experience: 1 - 3 years
  • Part/Full Time: Full-Time

Contact / Additional Information

To apply, visit https://apptrkr.com/3100608