Job Details

Sr. Administrative Assistant
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Position Number: 6042449
Location: Santa Clara, CA
Position Type: Secretary and Administrative Assistants

Sr. Administrative Assistant

Position Title:
Sr. Administrative Assistant

Position Type:
Regular

Hiring Range:

$28.03-$30.83/hr. Compensation will be based on education, experience, skills relevant to the role, and internal equity

Pay Frequency:
Hourly
Position Purpose:

LEAD - Leadership Excellence and Academic Development - The LEAD Scholars Program is a four-year program for first-generation college students (students whose parents did not attend college) focused on academics, community engagement, and service. Incoming students participate in an intensive orientation the week before the school year begins to ensure a smooth transition from high school to college, and continue through their senior year with leadership opportunities, internships, and other resources. The program provides an integrated, collaborative, and strategic approach to academic support and retention services for first-generation students.

The LEAD Operations Manager coordinates a complex budget overseen by the LEAD Director that includes university, grant and private donation funds, and is distributed in a range of ways including direct student funding, payments to external organizations, department transfers and purchases to support office and programmatic needs. The Operations Manager also oversees the smooth day to day running of the LEAD Scholars Program, including overseeing office and staff needs, documenting LEAD policies and operations, managing and facilitating correspondence and supervising student employees.

Essential Duties and Responsibilities:

1. Operations management

2. Budget management

3. Administrative support

4. Student assistant supervision

5. Other duties as assigned

1. Budget Management (35%)

Track the LEAD budget including income, including university and grant funds and private donations, and expenses including student aid, programmatic expenses and departmental transfers
Manage and transact financial processes including but not limited to transfers, stipends, invoices, purchases, reimbursements, travel arrangements and other business needs
Make adjustments to the LEAD budget in consultation with the LEAD director
Provide regular budget updates to staff
Liaison with University Finance Office, Financial Aid, and divisional AVP
Serve as primary resource for LEAD staff regarding financial processes
Prepare financial reports for grant and donor reports

2. Administrative support (30%)

Manage guest reception and inquiries, while assessing urgent situations and responding or delegating as needed
Stay informed about student support services available across campus throughout the community.
Manage and organize LEAD files, both digital and hard copies
Plan and coordinate staff events, including professional development, retreats, and celebrations
Coordinate LEAD staff meetings with the Director, including scheduling, minute-taking, and distribution
Provide administrative and logistical support for LEAD events and initiatives
Manage program technology, including staff technology needs and the student laptop loan program
Sort and distribute mail, oversee correspondence, and coordinate large-scale mailings

3. Operations Management (25%)

Collaborate with the LEAD Director to develop and refine operational processes and systems, ensuring they are effective, efficient, and aligned with organizational goals
Coordinate key business processes to ensure seamless execution and efficiency
Manage office logistics, including space allocation, relocations, and facility-related issues
Maintain a deep understanding of program and university processes and policies to ensure informed decision-making and compliance
Provide strategic guidance to the LEAD Director and staff on enhancing operational efficiency and effectiveness

4. Student Supervision (10%)

Hire, train and supervise student employees for front office operations
Determine student employment needs, set schedule and manage personnel issues
Monitor changing needs and distribute projects and assignments accordingly
Handle student employee related issues and inquiries and refer appropriately

Provides Work Direction:

Supervise student employees

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 students 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
Assists with the preparation and of reports as requested and required
Assists in the development and implementation of guidelines to support the functions of the unit

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

Strong understanding of financial processes, including budgeting, tracking expenditures, managing grants and donor funds, processing reimbursements, and preparing financial reports.
Familiarity with institutional financial policies, student aid processes, and administrative protocols.
Knowledge of best practices in office logistics, space management, and operational workflows.
Understanding of planning and executing events, meetings, and professional development activities.
Knowledge of financial software, student employment platforms, and office technology, including laptop loan programs.
Familiarity with and commitment to the mission, goals and vision of Jesuit education, and of Santa Clara University, in particular, preferred

Skills

Ability to track, manage, and adjust budgets while ensuring compliance with university and grant guidelines.
Strong ability to assess and refine operational workflows to improve efficiency and effectiveness.
Ability to manage files, correspondence, and large-scale mailings efficiently.
Strong verbal and written communication skills to liaise with university offices, staff, and external partners.
Ability to plan and execute staff meetings, events, and training sessions with attention to detail.
Skill in using financial tracking tools, office software (e.g., Excel, Google Suite), and student support systems.
Experience working with a broad range of constituents, including students and parents.
Those with fluency in Spanish or other languages are encouraged to apply
Those with experience engaging with underrepresented communities are encouraged to apply

Abilities:

Ability to effectively manage time, prioritize tasks, and handle multiple responsibilities simultaneously

Ability to work collaboratively while maintaining efficiency and organization

Excellent interpersonal, oral and written communication skills

Strength of character, honesty, integrity, good judgment and discretion

Creativity, flexibility, and ability to work independently

Willingness to take initiative in solving problems

Education and/or Experience:

Bachelor's degree preferred

Minimum of three years of administrative experience that includes budget management

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, advising students and other office tasks
Required to travel to other buildings on the campus
Required to lift and transport materials for program activities
May be required to occasionally travel to visit colleagues, schools, and educational institutions

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
Activities in a range of office, conference room, training and teaching environments
Mostly indoor office environment with windows
Offices with limited equipment noise Offices with frequent interruptions

EEO Statement

Santa Clara University is an equal opportunity employer. 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. Information about Title IX can be found at 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.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

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/Sr-Administrative-Assistant_R5587