Administrative Associate/Office Manager

$24.17 - $27.78 hourly
  • Santa Clara University
  • Sep 22, 2022
Full time Admin-Clerical

Job Description

Position Title:

Administrative Associate/Office Manager

Position Type:

Regular

Salary Range:

$24.17 and $27.78 per hour, commensurate with experience

Pay Frequency:

Hourly - Non Exempt 

POSITION PURPOSE

Direct daily operations of the School of Education and Counseling Psychology Dean’s Office. Specific responsibilities include managing Dean’s schedule; Dean’s Office event planning; student supervision, assisting with HR and and financial operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Direction of administrative functions

  • Serve as a resource and leader for School Administrative Assistants
  • Standardize business processes and functions across the School
  • Document business processes and other vital information

Office management

  • Answer telephone, greet and direct visitors, make referrals as appropriate
  • Sort and distribute mail; prepare outgoing mail
  • Manage calendar and scheduling for dean’s conference room
  • Order appropriate office supplies when necessary
  • Develop and update office procedures manual for Dean's Office front office
  • Maintain calendars and appointments for all Deans and the Director for External Relations as assigned.
  • Ensure appropriate administrative support is provided to all Deans and the Director for External Relations; examine opportunities for improvement and make suggestions
  • Direct and supervise special projects as assigned by the Dean, Associate and Assistant Deans and the Director for External Relations
  • Track computers for updating and inventory and ensure laptop carts and others are updated as needed.

 

Student employee supervision

  • Hire, train and supervise student workers for front office operations
  • Determine student employment needs, set schedule, and manage personnel issues
  • Monitor changing needs and distribute projects and assignments accordingly
  • Assist with supervision of Cristo Rey San Jose Jesuit High School Interns
  • Handle student-employee related issues and inquiries and refer appropriately
  • Review and approve student hours in the payroll system.

 

Financial operations and human resources support

  • Process Workday transactions and accounts payable for Dean, Associate and Assistant Deans and Directors as assigned.
  • Assist with monthly budget reporting as needed
  • Process all incoming invoices and deposits and maintain records of transactions
  • Manage the Dean’s internal grant process
  • Assist with quarterly adjunct lecturer process
  • Assist with the faculty supplement and overload process
  • Provide administrative support for the faculty rank and tenure review process
  • Assist with new employee HR issues, including I9 certification and required forms
  • Maintain faculty personnel files
  • Manage door keys for Guadalupe Hall

Manage events for the Dean’s Office

  • Plan events for Dean’s office
  • Manage menu, budget, facilities, and catering
  • Manage event timelines and communication, and ensure event timing does not conflict with otherrelevant 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 with Workday 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 external clients
  • 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. May be required to occasionally travel to outside customers, vendors or suppliers. Required to set up 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 indoor office environment. Offices with equipment noise. Offices with frequent interruptions.

 

Note:  The position is budgeted as a full-time position, but highly qualified individuals who wish to work part-time are encouraged to apply

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 , 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.

When applying, please note that you saw the job posted on the NOVAworks Job Board. If you need help with your resumé, please see a NOVAworks Career Advisor.