Job Details

Administrative Associate
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Position Number: 5928925
Location: Santa Clara, CA
Position Type: Deans - Education

Administrative Associate

Position Title:
Administrative Associate

Position Type:
Regular

Hiring Range:

$28.03 - $30.83 per hr; commensurate with experience

Pay Frequency:
HourlyA. POSITION PURPOSE:
Under the direction of the Senior Assistant Dean the Administrative Associate provides administrative support to the Senior Assistant Dean, Dean of the School of Engineering, Associate Dean for Research, and the Assistant Dean of Faculty Affairs and Strategic Planning. This position also serves as the first point of contact for various internal and external constituencies. This includes, but is not limited to, 1) financial management), 2) human resource management, 3) faculty affairs processes, and 4) Dean's Office administrative support. The position may supervise student employees.

This position operates with a high degree of autonomy and must regularly exercise judgment based on broad expertise and specialized skills. It must apply knowledge of existing policies and procedures in the day-to-day operations of the Dean's Office. Duties often involve maintaining sensitive data and must ensure confidentiality of all such data.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES:

The essential duties and responsibilities of the Administrative Associate are to enhance the effectiveness of the Dean's Office by providing administrative and financial process support, oversee critical processes, and represent School of Engineering executives to others.

I. General Administrative Support
Daily Operations

First point of contact for faculty, staff, students, and external constituencies related to finances, human resource issues, and school policy.
Reply to all departmental inquiries and provide verbal and/or written responses, data, forms, financial analysis, reports, guidance on policy or process, etc., if necessary.
Strong knowledge of school policy and procedures. Able to plan and lead projects and working groups.
Manage Dean's calendar and attend meetings to take minutes, when needed by the Dean.

Departmental Support.

Monitor cost center budget to actual transactions and process/submit financial transactions. Will analyze finance data and propose course of action to supervisor or department personnel.
Identifies discrepancies or inconsistencies in critical department financial data and is able to independently resolve the issue or bring to the attention of an appropriate staff member.
Ensure all Human Resource policies and procedures are followed and proper paperwork is submitted.
In conjunction with the Senior Assistant Dean and Assistant Dean for Faculty Affairs, process all routine financial and human resource transactions.
Assist in responding to internal and external queries for Dean's Office.
Assist with Dean's Office specific events, when needed.

II. Financial Management

Track and reconcile on a monthly basis, all school of engineering cost center financial transactions, to include scholarship payments, Teaching Assistant and Research Assistant graduate tuition unit credits, internal grants, designated accounts, restricted gifts, and endowment income.
Create custom budget tracking tools to support Department Chair's understanding of their expenses.
Correct all errors identified in monthly reconciliations and/or notify appropriate personnel.
Independently manage petty cash for the Dean's Office. Process Dean's Office payments and reimbursements in a timely manner, quick vouchers, cash reimbursements, and petty cash accounts.
Process office purchase requisitions in a timely manner.
Process office deposits in a timely manner.
Process Financial Transaction Adjustment Requests (FTARs) to correct any errors identified in departmental financial transactions. Failure to correctly complete an FTAR could have a significant negative impact on an academic department, internal grant, or the school of engineering.

III. Human Resource Management

a. Quarterly Adjunct Faculty (QAL) back-up
Ensure all hiring processes for SoE QAL faculty and associated payment processing are conducted in a timely matter according to established university policies and procedures.

b. Student Employment
Ensure all student employees are hired and accurately processed according to all established university policies and procedures. May hire, train, supervise, and evaluate student assistant(s). May be responsible for managing student timesheet review/approvals

IV. Special Projects and Other Duties as Assigned

C. GENERAL GUIIDELINES
I. Recommends initiatives and implements changes to improve quality and services.
II. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
III. Maintains contact with customers and solicits feedback for improved services.
IV. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
V. Researches and develops resources that create timely and efficient workflow.
VI. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
VII. Develops and implements guidelines to support the functions of the unit.

D. PROVIDES WORK DIRECTION
May direct or coordinate the work of Senior Administrative Assistants in the School of Engineering. Supervises student employee(s), as needed.

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.

Knowledge

Advanced proficiency with common office computing software, especially word processing, spreadsheets, and presentation software are essential (preferably Microsoft Word, Excel, and PowerPoint).
Experience with Workday platforms 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.

Skills

Excellent planning, organizational, and time-management skills are essential.
Excellent interpersonal, oral and written communication skills are essential.
Creative problem-solving skills are essential.
Strong interpersonal skills with ability to deal with a wide variety of students, faculty, and staff.
Team oriented individual with willingness to take initiative and get things done.
Strength of character, honesty, and integrity.

Abilities

Ability to exercise judgment and maintain confidentiality on a wide spectrum of topics and issues.
Ability to multi-task, and meet deadlines.

Education and/or Experience

Bachelor's degree required or equivalent combination of education and experience plus 4 years of administrative experience.

Years of Experience

Minimum of 4 years of related administrative experience in higher education or equivalent combination of education and relevant experience required.

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 attend events, conferences and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally support Dean's office specific events or activities outside of normal business hours.

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 with windows. 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/

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.

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. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. 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/Administrative-Associate_R5383