Administrative Associate, Dean of Students Office

Santa Clara University•Santa Clara, CA

1d•$28 - $34•Onsite

About The Position

The Administrative Associate provides confidential administrative and operational support for the Dean of Students Office’s programs and services, as well as administrative support for the Residential Learning Community (RLC) Program. The role supports ten professional staff members and hires, trains, manages, and supervises student employees who serve as office receptionists and assist with programs and services. The position handles sensitive student-related information, maintains records and databases, supports department communications and events, and manages budgets and routine financial processes. It is an on-site role in a typical office environment.

Requirements

At least three years of progressively responsible administrative or executive support experience.
Experience with word processing, spreadsheets, presentations, and database applications.
Proficiency with PCs and Microsoft Office, including creating and managing databases.
Strong organizational skills.
Excellent oral and written communication skills.
Excellent interpersonal skills.
Problem-solving skills and initiative.
Ability to learn in a fast-paced environment and work as part of a team while giving and receiving feedback.
Ability to work with employees and management at all levels.
Ability to communicate effectively with people from diverse backgrounds and with a range of social capabilities.
Ability to maintain confidentiality and exercise good judgment, including in high-stress situations.
Commitment to the Jesuit tradition of education and to service, community, diversity, and serving the needs of a diverse campus community.

Nice To Haves

Bachelor’s degree.
Administrative or executive support experience supporting senior leadership in higher education, nonprofit, or corporate environments.
Experience with network applications and desktop publishing.
Proficiency with Adobe Illustrator.
Proficiency with Google Apps for Education.
Proficiency with Maxient conduct and welfare software.
Proficiency with Terminal Four (T4) digital web content management.
Proficiency with WorkDay and Cashnet expense and invoice management systems.
Proficiency with WorkDay student information systems.

Responsibilities

Communicate with students, staff, faculty, and parents as a first point of response, refer constituents to appropriate resources, and provide information about issues affecting students’ campus experience, personal development, and welfare.
Handle complex, sensitive, and confidential information, including student conduct and student-of-concern reports and reference forms and letters.
Maintain specialized records, databases, filing systems, and tracking systems, including the Maxient system, while exercising judgment about confidential records and complying with FERPA.
Assist with developing and publishing department print and web publications and social media content.
Interpret department policy for students, faculty, staff, and parents.
Manage and monitor budgets for the Dean of Students Office and RLC Program; identify and resolve discrepancies, process routine transfers and payment requests, and prepare budget reports.
Prepare routine departmental correspondence, including emails, memos, and letters.
Coordinate room reservations, room setups, equipment, and refreshments with other University departments.
Provide administrative support and manage schedules for ten professional staff members in the Dean of Students Office.
Plan and coordinate office projects from start to finish.
Provide administrative support for the RLC Program, including ordering supplies and event items, managing reservations through ASTRA, ordering office materials, and arranging student stipends for RLC officers.
Assist with tasks assigned by the Director of Residence Life.
Hire, train, manage, and supervise student employees; train them on confidentiality and FERPA requirements and oversee their work products.
Recommend and implement service and process improvements, identify problems and propose solutions, solicit customer feedback, and develop resources and guidelines to support efficient workflows.
Prepare progress and operational reports, inform the supervisor about project status and deviations from goals, and ensure operational work is complete, accurate, and timely.