Administrative Associate

Santa Clara University

1d • Onsite

About The Position

The Jesuit School of Theology, located in Berkeley, California, is a graduate school of Santa Clara University. As one of only two Jesuit theological centers in the United States, it is specifically committed to the preparation of Jesuits and others for ordination to the Roman Catholic priesthood, the preparation of men and women for varied forms of ministry in the church, the advancement of theology through scholarly contributions to academy, church, and society, and the theological, spiritual, and personal renewal of those already engaged in ministry. It does this in the ecumenical and interfaith context of the eight-member Graduate Theological Union and the adjacent University of California at Berkeley. The Administrative Assistant reports to the Director of Finance and Administration. This position has primary responsibilities in the following three areas: • Business Office support • Front Desk support • Academic Building and Student Housing Support

Requirements

• Demonstrated knowledge and skills in critical thinking and problem solving, decision making processes, and project management.
• Excellent oral and written communication skills.
• Advanced analytical skills to review and analyze complex financial information
• Proficiency with the processing of financial transactions and bookkeeping
• Proficiency with Microsoft Office including Word, Excel (advanced proficiency preferred), PowerPoint, Access
• Familiarity with Workday financial system software (or an equivalent)
• Excellent oral and written communication skills
• Excellent organizational skills with a demonstrated ability to balance and respond to a wide variety of demands
• Demonstrated ability to prioritize tasks and meet deadlines while maintaining attention to detail.
• Ability to maintain confidentiality and to handle sensitive matters with good judgment, tact, and diplomacy.
• Ability and experience working with diverse populations.
• Ability to maintain focus, successfully execute against plans, and bring closure to activities, tasks and projects
• Self-directed and team-oriented individual with willingness to take initiative and be flexible
• Three years of administrative work experience required, preferably in student services or related field.

Nice To Haves

• Excellent technical skills including proficiency with Microsoft Office and Workday.
• Understanding and supportive of the values and ideals of Jesuit education.
• Knowledge of the Jesuit School of Theology at Santa Clara University preferred.
• Bachelor’s degree preferred

Responsibilities

• Filing, clerical, data entry, photocopying, and special projects as needed.
• Accounting tasks such as Accounts Payable entry and preparing check deposits.
• Prepare accounting transactions for review by the Assistant Dean of Finance and Administration and the Controller’s Office.
• Review reports and ensure that financial transactions for JST have been recorded properly in the accounting system and make corrections as necessary.
• Code and input vendor invoices and cash receipts in accordance with established SCU accounting practices.
• Identify and resolve incorrect transaction issues; data anomalies; deviations from established procedures; collect data and perform research on detail of transactions as necessary.
• File local, state, and federal government forms as necessary including property tax exemptions; apply for renewal of business licenses for buildings and apartments; file student 1098T forms with IRS.
• Process GTU housing related transactions including rent collection/refund, preparation of monthly invoices for rent.
• Post payments received and deposit to bank on a daily basis.
• Generate invoices for students and third-party billing on a monthly basis.
• Post financial aid to student accounts.
• Assist with onboarding documentation and recordkeeping including I-9 administration.
• Handle miscellaneous clerical needs of faculty/staff.
• Other duties as assigned.

Benefits

• Comprehensive benefits package for benefit eligible employees with programs and resources designed to promote and sustain personal health care, well-being, and the financial objectives of our employees and families.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees