Administrative Services Manager

Santa Clara University•Santa Clara, CA

9d•Onsite

About The Position

The Administrative Services Manager provides programmatic and administrative support for Santa Clara University’s Office of Accessible Education (OAE). The role supports daily office and front desk operations, budget management under Director oversight, administrative needs of OAE staff, event and meeting coordination, purchasing, confidential document processing, website maintenance, student status tracking, annual report preparation, student staff supervision, AIM portal administration, and departmental communications under the OAE Director’s direction. The position serves as an in-person point of contact for students, parents, faculty, staff, and office visitors, providing information while protecting the confidentiality of student records. It also supports accommodation onboarding, exam and meeting scheduling, testing operations, campus outreach, digital communications, and departmental safety and compliance activities. The manager coordinates with campus partners and helps develop and improve office workflows, reporting, and services.

Requirements

Three years of progressively responsible experience in higher education administration, operations management, accessibility services, or a related field.
Demonstrated supervisory and budget management experience.
Demonstrated knowledge of content management systems, such as TerminalFour, and ability to oversee web-based communications and departmental information architecture.
Proficiency with enterprise systems such as AIM, Workday/PeopleSoft, learning management systems, Google Workspace, and Microsoft Office Suite, including the ability to train others and manage system workflows.
Working knowledge of ADA/504 regulations, FERPA requirements, exam security standards, and higher education compliance frameworks.
Knowledge of budget management practices, financial reconciliation processes, and internal controls.
Advanced written and verbal communication skills, including communicating operational expectations, compliance requirements, and sensitive information clearly and professionally.
Strong operational problem-solving skills, including assessing risk, analyzing process gaps, and implementing corrective action.
Sound judgment and authority when engaging with students, faculty, staff, administrators, and external stakeholders.
Integrity, discretion, and professionalism in handling confidential and compliance-sensitive matters.
Supervisory skills, including training, performance guidance, and staff development.
Ability to manage high-volume testing operations while maintaining quality assurance and regulatory compliance.
Ability to independently manage complex operational workflows and prioritize competing demands in a high-volume student services environment.
Ability to oversee departmental budget reconciliation, monitor expenditures, and maintain accurate financial reporting.
Ability to exercise independent judgment and decision-making authority in day-to-day operational matters.
Ability to identify operational risks and implement process improvements proactively.
Ability to supervise student staff and maintain accountability standards.
Ability to ensure secure exam handling, data integrity, and confidentiality compliance.
Ability to establish and maintain cooperative working relationships in a diverse multicultural environment.
Commitment to the mission, goals, and values of Jesuit education and Santa Clara University.

Nice To Haves

Bachelor’s degree preferred.
Master’s degree in Higher Education, Student Affairs, Public Administration, Business Administration, or a related field preferred.

Responsibilities

Coordinate daily office functions, records management, front desk protocol, and administrative needs.
Provide consistent in-person front desk coverage; screen calls, greet visitors, answer emails, sort and distribute mail, and respond to general inquiries as appropriate.
Support delegated inbox workflows and timely responses and follow-up.
Assist with hiring, onboarding, cross-training, guidance, and shared supervision of student office assistants.
Provide administrative support to OAE staff and directors, including office processes, paperwork, deadlines, annual reports, and related materials.
Coordinate travel arrangements for OAE staff and guests.
Support the OAE application process and answer general accommodation onboarding questions about templates, scheduling, and documentation.
Assist with scheduling and rescheduling exams and accommodation-related meetings, and help resolve day-to-day testing space and office issues.
Provide general information to parents and staff while maintaining confidentiality, and respond to faculty questions or refer them to appropriate OAE resources.
Assist with departmental budget management under Director oversight; track expenses, maintain financial records, and reconcile budgets and related records monthly.
Order supplies, make purchases, and submit expenses, reimbursements, invoice payments, and student stipends.
Reconcile P-Card, T-Card, invoices, stipends, requisitions, purchase orders, and other business transactions.
Maintain financial tracking spreadsheets, support budget procedures, participate in Divisional Budget Team meetings, and assist with related projections and training materials.
Maintain and update OAE website content in coordination with the Deputy ADA Coordinator for Digital Accessibility.
Draft and distribute departmental communications with Director oversight and approval, including updates, newsletters, faculty communications, and student listserv communications.
Administer the AIM portal by updating templates, running queries and reports, serving as a contact for AIM representatives, troubleshooting backend issues, coordinating upgrades and data transfers, and training staff on portal navigation and confidentiality.
Support educational outreach initiatives and promotional materials, and collaborate with campus and community partners.
Coordinate and participate in informational sessions, outreach events, and campus engagement activities.
Plan and coordinate departmental projects, programs, events, room scheduling, event setup, correspondence, announcements, and meeting materials.
Coordinate student staff tabling events and campus presence initiatives.
Assist with Emergency Planning and Clery Act compliance, departmental safety protocols, disability-related emergency planning, and facility safety coordination within the Benson building.
Recommend and implement service and process improvements, identify problems and causes, elevate feedback, develop workflow resources, prepare requested progress reports, and ensure office functions and reporting are complete, accurate, and timely.
Perform other duties as assigned.