Administrative Specialist Associate

Full job description Administrative Specialist to the Associate Deans Position Title:
Administrative Specialist to the Associate Deans



Position Type:
Fixed Term (Fixed Term)



Hiring Range:


Hiring Range: $25.24 - $29.01 per hour, commensurate with experience



Pay Frequency:
Hourly
POSITION PURPOSE


Direct daily operations of three Associate Deans in the Leavey School of Business. Specific responsibilities include managing schedules; event planning; student supervision, assisting with HR and and financial operations.


ESSENTIAL DUTIES AND RESPONSIBILITIES


Administrative functions:

Ensure appropriate administrative support is provided to all Associate Deans including managing expense reports and assisting with travel arrangements, in Workday.

Answer telephone, greet and direct visitors, make referrals as appropriate

Sort and distribute mail; prepare outgoing mail

Order appropriate office supplies when necessary.

Maintain calendars and appointments for Associate Deans.

Coordinate special projects as assigned by the Associate Deans.
Process all incoming invoices and deposits and maintain records of transactions

Manage the Associate Dean's internal grant process

Assist with Dean's office events.

Assist with coordination of menu, budget, facilities, and catering.

Assist with event timelines and communication, and ensure event timing does not conflict with other relevant programming

Develop invitations and manage RSVPs.

Coordinate with other personnel to ensure communications for events are timely, accurate, and consistent with event goals.
PROVIDES WORK DIRECTION


Provides work direction to student staff.


GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services.

Identifies and determines the 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 the use of appropriate tools; planned training and

performance initiatives.

Researches and develops resources that create a 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.

Maintains positive relationships with fellow staff, faculty, and students.
QUALIFICATIONS


1.Knowledge

Proficiency in text processing and spreadsheet applications, Microsoft Office

Proficiency in other popular administration software platforms (Adobe, Google suite)

Understand and support the values and ideals of Jesuit education
2.Skills

Experience in maintaining budgets and preparing analyses and reports; experience withWorkday strongly preferred

Excellent organizational skills with attention to accuracy and detail

Excellent oral and written communication skills, especially when dealing with sensitive issues and situations
3.Abilities

Supervisory experience preferred

Ability to work independently and exercise sound judgment

Ability to establish and maintain effective working relationships with internal and externalclients

Ability to maintain confidentiality and use discretion

Excellent organizational skills with attention to accuracy and detail

Demonstrated ability to balance and respond to a complex and wide variety of demands

Willingness to take initiative and be flexible while working with a team

Ability to quickly learn software and technology platforms.
4.Education

Bachelor's degree preferred
5.Years of Experience

Minimum of 3-5 years of administrative assistant experience with progressively greater
responsibilities preferred; academic environment preferred


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. Some lifting and moving of tables, chairs, desks. May be required to travel to other buildings on and off the campus. May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations. Will be required to work weekends for events throughout the year. May be required to occasionally travel to outside customers, vendors or suppliers. Required to set up and be present for department events.


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. Mostly an indoor office environment. 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


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, , , 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 . 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 and request to speak to Indu Ahluwalia by phone at or by email at .

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



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. Information about Title IX can be found at Information about Section 504 and the ADA Coordinator can be found at , . 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 . 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 and request to speak to Indu Ahluwalia by phone at or by email at .



To view the full job posting and apply for this position, go to
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