Administrative Services Manager

Santa Clara University•Santa Clara, CA

1d•$28 - $34•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 front desk operations, staff administration, budget management under Director oversight, purchasing, confidential document processing, student-status tracking, annual report preparation, website maintenance, departmental communications, event planning, and AIM portal administration. The position also co-manages student staff supervision with the OAE Directors and contributes to a responsive culture of support for students, families, faculty, staff, and campus partners. The manager coordinates daily office operations and constituent support; maintains financial records and reconciles budgets; assists with web content and communications; administers the AIM portal; supports educational outreach and campus liaison work; plans meetings, events, and programs; and assists with safety planning and compliance. The position requires in-person presence in a typical indoor office environment and may involve campus travel, occasional travel to other locations, moving supplies, and evening or weekend availability.

Requirements

Three years of progressively responsible experience in higher education administration, operations management, accessibility services, or a related field, including demonstrated supervisory and budget management experience.
Ability to establish and maintain cooperative working relationships in a diverse multicultural environment.
Knowledge of content management systems and ability to oversee web-based communications and departmental information architecture.
Proficiency with enterprise systems such as AIM, Workday or 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, and internal controls.
Commitment to the mission, goals, and values of Jesuit education and Santa Clara University.
Advanced written and verbal communication skills, including communicating operational expectations, compliance requirements, and sensitive information clearly and professionally.
Strong operational problem-solving skills, including risk assessment, process-gap analysis, and 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 workflows and prioritize competing demands in a high-volume student services environment.
Ability to oversee budget reconciliation, monitor expenditures, and maintain accurate financial reporting.
Ability to exercise independent judgment in day-to-day operational matters, identify operational risks, and proactively implement process improvements.
Ability to supervise student staff, maintain accountability standards, and ensure secure exam handling, data integrity, and confidentiality compliance.

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 protocols, inbox workflows, and administrative needs.
Provide consistent in-person front desk coverage; screen calls, greet visitors, answer emails, distribute mail, and respond to general inquiries.
Provide administrative support to OAE staff and directors, including managing processes, paperwork, deadlines, travel arrangements, and annual report materials.
Assist with hiring, onboarding, shared supervision, training, cross-training, and day-to-day guidance of student office assistants.
Support students with the OAE application process and general accommodation onboarding questions.
Assist with scheduling and rescheduling exams and accommodation-related meetings, and help resolve testing-space and office issues.
Provide general information to parents, faculty, and staff while protecting confidential student information and referring inquiries appropriately.
Assist with OAE departmental budget management under Director oversight; track expenses, maintain records, and reconcile financial accounts monthly.
Order supplies and process purchases, expenses, reimbursements, invoice payments, student stipends, P-Card and T-Card transactions, requisitions, and purchase orders.
Maintain financial tracking spreadsheets, support budget tracking procedures, and participate in Divisional Budget Team processes and meetings.
Maintain and update OAE website content in coordination with the Deputy ADA Coordinator for Digital Accessibility.
Draft and distribute departmental communications, including updates, newsletters, faculty communications, and student listserv messages, with Director oversight and approval.
Update AIM templates, run queries and reports, serve as a contact for AIM representatives, troubleshoot system issues, coordinate upgrades and data transfers, and train staff on portal use and confidentiality.
Assist with educational outreach, campus engagement, promotional materials, informational sessions, and collaboration with campus and community partners.
Plan and coordinate departmental projects, programs, meetings, and events; manage room scheduling, event logistics, correspondence, announcements, and meeting materials.
Coordinate student staff tabling events and campus presence initiatives.
Assist with Emergency Planning and Clery Act compliance, update safety protocols and disability-related emergency planning, and coordinate facility safety within the Benson building.
Identify operational problems and risks, recommend and implement process improvements, elevate feedback, prepare requested reports, and keep OAE leadership informed of project status.
Perform other duties as assigned.