Job Details

On-Call Senior Administrative Assistant

Position Number: 6223169
Location: Santa Clara, CA
Position Type: Secretary and Administrative Assistants

On-Call Senior Administrative Assistant

Position Title:
On-Call Senior Administrative Assistant

Position Type:
Fixed Term (Fixed Term)

Hiring Range:

$24.00 / hour

Pay Frequency:
HourlyA.POSITION PURPOSE

Provide administrative support for the Institutes infrastructure, operations, staff and programs. Serve as first contact to various internal and external constituencies, including undergraduate students, adjunct and visiting professors, other academic institution faculty and staff, campus visitors, executive guests, Advisory Board members, parents and alumni. Reconciling department budgets and monitoring expenses and budgets in endowments, operating and gift funds. Coordinate communications to faculty, students and alumni, including maintenance of the website and all social media.

B.ESSENTIAL DUTIES AND RESPONSIBILITIES

A. Management of office and general operations in the Retail Management Institute -

Orders office supplies, media equipment, research materials.
Work with minimal instruction and produce work in an accurate and expedient manner.
Insure office procedures are documented and processes are streamlined for both quality and ease of implementation.
Monitor the Institute's financial accounts and be the primary interface between the Institute and the University Budget office regarding these accounts.
Manages and tracks scholarship donations and disbursements.
Maintain Institute files and completed project proposals for future reference.
Support RMI at its functions with the Institute's clients including senior executives from retail companies and related industries.
Must be able to articulate to clients the programs within the Institute - currently the Retail Studies Program, Management Development Programs, and the Retail Workbench Research Center.
Completes a wide range of complex assignments (data and graph charts) and manage ongoing projects (statistical tracking of events and results)
Tracks project timelines and keeps others informed of key milestones

B. Manages and maintains RMI internal database, including alums, speakers, current students and all friends of the Institute both internationally and domestically.

Use MS Access database to create queries, forms and run reports as needed by Institute faculty and staff.
Edit and create codes to sort and analyze data as requested by Institute Faculty and
Maintain records of alumni, speakers, current students, and all friends and associates both domestic and international of RMI.
Send annual updates to all alumni of RMI, enter changes, and use the University database (Raisers Edge) to track down missing information.

C. Manages and maintain Institutes web content and social technology

Monitor, improve, and update the performance of existing website.
Write maintainable HTML codes for the site.
Conversion of existing images (TIFF, BMP, PSD) for online use (JPG, GIF) using PhotoShop is a must.
Must be able to take ownership, prioritize, and meet deadlines with minimal supervision.
Create a soft copy emailed newsletter.
Social Online Media Coordination
Update and manage Institutes presence on Facebook, Twitter and other social media sites
Establish a consistent branding message across multiple networks.
Use social media sites to drive traffic to the company's main Web site.

E. Manages logistics for meetings and Executive Management Development Programs.

Coordinate and follow-up on all Institute projects from conceptual inception to implementation
Manages Management Development Programs logistics - TIAS and RCME and on campus speaker program. Manages meetings between Institute staff and external clients, which includes obtaining meeting rooms, arranging catering, AV needs, correspondence to speakers, travel arrangements, preparation and distribution of an agenda and materials to be discussed.
Prepare billing invoices as needed for Management Development Programs.
Work closely with the Executive Director, Director and Associate Director in timely correspondence with Advisory Board members.
Take Minutes of bi-annual Advisory Board meetings

F. Provide administrative support for the RMI Executive Director, Director, Associate Director and related Faculty.

Screen and route incoming calls, taking messages when appropriate and proactively responding to messages as needed
Make domestic and international travel arrangements and insure all Institute staff are aware of these arrangements so that communication between Institute staff continues during these business trips.
Proactively draft correspondence for Institute staff and faculty signature and distribute copies of correspondence as appropriate.
Support projects organized by the Retail Studies Student Association.

C. PROVIDES WORK DIRECTION

Student Assistants

D. 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 customers 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. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.

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

Background in handling highly confidential information with tact and discretion
Good working knowledge of web content management systems or web authoring software - social media including Twitter, Facebook and LinkedIn.

Skills

Excellent organizational skills required, with demonstrated ability to multi-task in fast-paced environment, and ability to prioritize activities.
Demonstrate strong written and oral communication skills (spelling. Grammar, punctuation; personable phone skills).
Familiarity with college-level style (manuscript, formatting, citations, etc) highly desired.

Abilities

Possess professional and service-oriented approach to all constituencies (faculty, staff, students, alumni, donors, academic community)
Willingness to learn and master new software
Possess good sense of humor and understanding of teamwork in busy School, with many interruptions

Education

Bachelor's degree preferred

Years of Experience

Two to three years relevant experience (SCU experience preferred)

F. 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 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.

G. 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.
This position is fully in person.

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/On-Call-Sr-Administrative-Assistant_R5552