Dean's Office Senior Administrative Assistant

Santa Clara University•Santa Clara, CA

4d•$25 - $30•Onsite

About The Position

This position reports to the Assistant Director of Administration. The purpose of this position is to support the administrative operations of the School of Engineering Dean’s Office.

Requirements

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Recommends initiatives and implements changes to improve quality and services. Identifies and determines causes of problems develops and presents
General understanding of academia and higher education
Thorough understanding of student affairs record keeping in higher education
Exceptional organizational skills, attention to detail and accuracy
Excellent oral, written, and interpersonal skills
PC proficiency required (including working knowledge of Microsoft Windows)
High degree of customer service, both internal and external to the department
Creative problem-solver
Dynamic team player
Ability to lead with empathy and provide constructive feedback
Demonstrated ability to manage multiple tasks with a high level of organization
Ability to regularly assess and reconsider processes for improvement
Self-motivation and ability to work independently with minimal supervision
Ability to exercise sound judgment in a busy work environment
Ability to handle high levels of confidential information
Sensitivity toward people of diverse social, cultural, and ethnic backgrounds
Commitment to understand and support Santa Clara University’s distinctive Jesuit educational vision and willingness to model institutional values of competence, conscience, and compassion, in pursuit of its mission and goals
2-3 years relevant work experience

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Provide administrative support to the Dean's office team and when appropriate, acts as a backstop for administrative assistance for other units in school.
Act as point of contact for faculty, staff, students, and external constituencies
Reply to inquiries and provide verbal and/or written responses, data, forms, etc., if necessary
Interact with students and assist them with forms, questions, assigning new majors to appropriate advisors, etc.
Provide assistance scheduling and maintaining Dean’s Office calendar of events including workshops, speakers, symposiums, conferences, etc.
Maintain a repository of School of Engineering policies and procedures and guide
Develop and continuously improve standardized workflows for creating job aids, streamlining processes to enhance efficiency, accessibility, and accuracy while ensuring alignment with institutional policies, best practices, and the needs of faculty, staff, and student employees.
Ensure general inventory of office supplies are maintained
Support Marketing and Communications team in School of Engineering website maintenance
May provide backup support to other engineering departments in the event of vacation, sickness or other emergency
Support Dean’s Office Department Manager on the monthly tracking and reconciliation of Dean’s Office financial transactions
Correct all errors identified in monthly reconciliations
Process departmental purchase requisitions in a timely manner
Process Financial Transaction Adjustment Requests (FTARs) to correct any errors identified in departmental financial transactions
Work with the Dean’s office to support timely hiring of adjunct faculty including posting quarterly and annual positions
Ensure all faculty searches are conducted via Workday and that required data is uploaded and submitted
Arrange and coordinate onsite interviews and/or travel for faculty and staff candidates, guest speakers, visiting lecturers, etc. where appropriate
Welcome new faculty and assist in getting them acclimated to SCU
Ensure all student employees are hired and accurately processed according to all established university policies and procedures
Submit completed TA/RA forms to the appropriate department
May hire, train, supervise, and evaluate departmental student assistant(s)
Special projects and other duties may be periodically assigned, as necessary to support the Dean’s Office
Support events on behalf of the Dean’s office including Partnerships and Engineering Advisory Board