Administrative Associate

Santa Clara University • Santa Clara, CA

8h • $28 - $32

About The Position

The Administrative Associate (Spirituality and Faith) (AA) will contribute to the effective administration of the Center for Spirituality and Faith (CSF), which is a part of the Division of Mission and Ministry. The AA will create and maintain a warm, welcoming, professional, and effective work environment where all staff and students can thrive. In addition, the AA will contribute to the broader operational needs of the Division in: financial processing, partnership communication, travel arrangements, data management, and event support. This is a full-time, non-exempt position reporting to the Director of CSF.

Requirements

• Knowledge of the fundamentals of project management and office coordination is required.
• Outstanding organizational and project management skills.
• Strong verbal /written communication and influencing skills.
• Demonstrated capacity to receive tasks from a multitude of sources, prioritize, and execute.
• Open, objective, innovative, and oriented toward understanding and responding to issues from divergent perspectives.
• Proficiency in using a variety of electronic tools, such as Microsoft Office, Google Apps for Education, social media, Canva, Workday, and the ability to adapt to new technologies.
• Ability and desire to supervise and mentor university students
• Demonstrated high-level performance in organizational entrepreneurship and creativity.
• Demonstrated high-level performance in successfully driving projects from inception to completion.
• Excellent overall judgment combined with attention to detail.
• Superior project tracking skills to support long-range planning of the department as well as timely recurring tasks.
• Ability to consistently demonstrate a commitment to equity and respect in the workplace, a genuine desire to promote a supportive climate for all members of the SCU community, intercultural awareness, communication and understanding, and the ability to manage difficult and contentious situations.
• Demonstrated high level record of building and managing effective connection with a range of constituencies to achieve success.
• At least 3 years of relevant experience is required an equivalent combination of education and/of experience

Nice To Haves

• Bachelor’s degree preferred.
• Collaborative experience in event planning and management.
• Experience working in a ministerial setting preferred, with a particular value placed on experiences in a religious setting that included language particular to various faith traditions, such as Catholicism, Christianity, Judaism, Islam, Hinduism, Sikhism, and Buddhism.
• Experience working in a higher education setting is preferred

Responsibilities

• Manages the Center for Spirituality and Faith to ensure all administrative needs are met
• Provides for day-to-day management and maintenance of offices and equipment
• Manages reception of guests and inquiries
• Hires, trains, supervises and mentors a team of student interns to support office operations
• Coordinates calendaring to ensure all events, programs, and activities are communicated across the team and Division
• Serves as the liaison to the building manager, building and maintaining key relationships with the Benson staff in order to ensure quality communication and care
• Serves as the primary point of contact among University operations, including facilities, finance, student employment, campus safety, etc.
• Manages all contracts and serves as the primary liaison with the Office of the General Counsel
• Provide operational support of events in collaboration with the Administrative Associate for Events
• Provides administrative support to support the overall work and goals of the Division of Mission and Ministry
• Provide executive administrative support to the Division leadership team
• Ensure the Division team successfully executes all financial responsibilities and protocols as determined by the Finance Office
• Builds and maintains quality relationships with key operational partners on campus
• Ensures the efficient and effective use of time for all Division staff members, constantly seeking out new tools and opportunities to reduce administrative burden
• Maximizes and manages Division physical assets such as space, vehicles, tools, etc.
• Coordinates the CSF budget and financial processes.
• Under the direction of the Assistant Vice President, coordinates the budget to ensure expenses are accounted for and properly tracked
• Reviews monthly financial reports and gathers pertinent information from team members to ensure accurate tracking and projects
• Assures the timely reconciliation, processing of requests, quick vouchers, budget/expense transfers, purchase orders, invoices, petty cash, gifts, fees, cash advances, and business travel expenses, deposits/payments, and other financial activities of the Division.
• Collaborates with the broader work of the Division.
• Regularly attends and participates in Division programming and events, including some events that may be held outside of regular business hours.
• Regularly attends and participates in SCU campus-wide, staff-wide, and academic programming events to represent Mission and Ministry, to form relationships to support engagement
• Executes other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level