Administrative Assistant

Santa Clara University•Santa Clara, CA

7d•Onsite

About The Position

This temporary position is responsible for providing general administrative support and office management for the Student Organization Finance and Administration Office within the Center for Student Involvement. The primary purpose is to assist with financial transactions and event support for chartered student organizations (CSOs) and registered student organizations (RSOs), including processes like Reimbursement, Vendor Payment Request, and Petty Cash Advance Request.

Requirements

Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Service-oriented with strong situational awareness, respectful, and adaptable.
Skills in establishing and maintaining cooperative working relationships with department members and the campus community.
Strong commitment to cultural, gender, racial, and other aspects of diversity.
Demonstrated ethics and integrity.
Commitment to understand and support Santa Clara University’s distinctive Jesuit tradition and educational vision.
Willingness to model institutional values of service to others, community, and diversity.
Commitment to understand, support, and model the values of a Jesuit, Catholic university.
Commitment to and demonstrated skills, knowledge, and awareness to serve the unique needs of our diverse campus community.
High school diploma required.
Demonstrated ability to communicate effectively in both written and verbal form with a variety of people including students and staff.
Experience with spreadsheets and database applications required.
Ability to interact effectively with diverse constituencies and maintain confidentiality when required.
Ability to work well both individually and as a part of a team in a collegial, respectful, and professional manner.
Ability to maintain confidentiality.
Customer service-oriented individual.

Nice To Haves

Experience in higher education is preferred.
Demonstrated ability to use technology in facilitating and improving the payment and reimbursement process.
Demonstrated knowledge in addressing the needs of a diverse student population.
Experience with Gmail, Excel, Google docs and Workday Financial application is preferred.
Demonstrated skills in establishing a friendly front office environment.
Demonstrated interest and commitment to the Jesuit tradition of education and a commitment to the fundamental values of service to others, community.
Bachelor’s degree preferred.
Relevant experience in administrative support roles in student services-related fields preferred.
Eager to learn.
Must adapt to the pace of the work environment.

Responsibilities

Perform general office and clerical functions, including greeting students, staff, faculty, and visitors; answering phones and taking messages; filing and tracking reimbursement requests; maintaining office forms; opening and closing the office; monitoring and purchasing office supplies; creating and updating Google documents, sheets, and forms; and attending staff meetings.
Assist with the Reimbursement Process, Vendor Payment Request, Petty Cash Advance Request, and other related processes for CSOs and RSOs.
Initiate and process forms such as purchase orders, requisitions, travel forms, printing requests, and travel expense reimbursements.
Assist with reconciling monthly statements and maintaining proper receipts and records.
Assist with managing and monitoring budgets for student organizations.
Assist with creating Workday reports and reconciliation.
Process FTAR (fund transfer) reports.
Post cash collection reports and receipts.
Provide assistance with reconciling/resolving financial discrepancies and disputes of permit credit card transactions.
Process payment vouchers.
Create supplier invoice requests.