Office Support Specialist

Santa Clara University • Santa Clara, CA

1d • $25 - $30

About The Position

The Office Support Specialist is responsible for the efficiency and smooth day-to-day operation of Enrollment Management Office and related departmental efforts. Through the use of technology, care for departmental relations and assisting in quality control measures to ensure the Enrollment Management Office’s competitive position through effective coordination of daily operations and tasks. This is a part time, benefits-eligible position scheduled for 20 hours of work a week.
The Office Support Specialist position assists the Enrollment Management Office in daily operations and in support of related events and initiatives. This is a non-exempt position reporting to the Director of Finance and Administrative Operations.

Requirements

• Bachelor’s degree preferred and minimum of two years related work experience.
• Demonstrated exceptional organizational skills and attention to detail.
• Demonstrated excellent written and interpersonal skills.
• Demonstrated ability to manage multiple tasks simultaneously under a high-paced environment.
• Ability to exercise sound judgment in a fast paced environment.
• MS Office and Google Suite proficiency required.
• Strong commitment to customer service, both internal and external to the department.
• Ability to handle and maintain confidential information.
• Self-motivated to perform tasks with minimal supervision.
• Creative problem solving.
• Sensitivity toward people of diverse social, cultural and ethnic backgrounds.
• Willing to work as part of a team and understand the importance of teamwork.
• Knowledge Demonstrated knowledge of Microsoft Office suite.
• Demonstrated knowledge of Google platform tools.
• Familiarity with Apple or Windows operating systems.
• Skills Strong organizational and problem-solving skills.
• Excellent written and verbal communication skills.
• Abilities Ability to maintain a high level of confidentiality.
• Ability to take initiative and work independently as well as function well in a team environment.
• Ability to handle detailed information with a high degree of accuracy.
• Ability to prioritize, multitask, meet deadlines, and handle stressful situations with tact and sensitivity.
• Demonstrated ability to work cooperatively with others and maintain relationships with internal and external clients.
• Must demonstrate high energy, flexibility and a willingness to work as a team player in an organizational environment.

Nice To Haves

• Two years related work experience in a college environment is highly desirable.
• Understanding and appreciation for the Jesuit, Catholic mission, goals and values of the University.
• Experience managing expenses.
• Working knowledge of Workday, Slate CRM, Zoom and Slack.
• Knowledge of content management systems (Workday) and databases preferred.
• Understanding of, and appreciation for, the principles of Jesuit education preferred.
• Fluency in Spanish is highly desirable, written and oral.

Responsibilities

• As an office committed to leveraging technology and supporting multifaceted platforms to best serve our students, families and each other, the Office Support Specialist will be responsible for ensuring these technologies are applied along with others to support the daily internal operations for the office. This includes coordinating tasks and reports within Workday Finance, Slate, Slack, Smartsheets, and G-suite. This position will also be responsible for training and onboarding of staff in the use of these technologies and the business practices associated.
• The position will be critical for our internal relations as an office, division and department within the campus. This position will use highly personalized and technology proficient measures to best serve our communication, event planning and tracking, in support of the four departments of the EM division: Enrollment Management, Undergraduate Admission, Financial Aid, and One-Stop Enrollment Services.
• Through reports, procedures, training and audits, the Office Support Specialist will ensure quality control of general office operations.
• Leveraging Technology Support and coordinate Workday Finance and Human Resources enterprise functions necessary for the Admission Office needs.
• Supports use and review of technology platforms (Workday, Slate, Slack, G-suite, SmartSheets, etc.) as they relate to the internal office functions and effectiveness.
• Develop, provide training and maintain an organization system for electronic documents for the Director of Finance and Administrative Operations and the EM Leadership Team.
• Coordinates training on operations, project management, communication platforms tools such as G-suite, Workday, Slack, Smartsheets.
• Provide event planning support using campus and departmental planning tools.
• Provide support to the Director of Finance and Administrative Operations and EM Leadership Team, including, but not limited to using Workday, Slack, G-suite, and Slate platforms.
• Identifies and supports new technologies needs.
• Learn and develop expertise in the use of university processes.
• Provide accurate and friendly service by phone, in-person, e-mail or video conference.
• Support managing the office and building calendar needs to ensure timely and accurate scheduling.
• Organizing the office's maintenance needs and supplies to keep the office in good working order.
• Answer, screen and transfer inbound phone calls, emails and mail for the Vice President of Enrollment Management.
• Act as the point of contact for some internal and external matters on behalf of the VP.
• Assist with writing correspondences, internal and external, needing discretion/tact/diplomacy.
• Provides information, answers questions and responds to inquiries as needed.
• Assists in implementing Undergraduate Admission events, in-person or virtual.
• Learn and develop expertise in university systems in all areas of event and office Management.
• Work with the Director of Finance and Administrative Operations to build protocols, support training and track expense reports needed for the EM Leadership Team in Workday.
• Submit and reconcile expense reports for the Dean and Leadership Team.
• Support departmental purchases and invoices.
• Build and execute on-boarding protocols and training schedules for new staff using Workday and internal structures.
• Support the Director of Finance and Administrative Operations and EM Leadership Team with agendas, schedules, special letters and other written communication.
• Edit and review written communications, reports and presentations for the VP.
• Assist in the review of internal divisional and departmental policies and procedures with the goal of increasing functionality and efficiencies.
• Recommend changes to improve efficiency, quality and effectiveness for the office’s work in regards to internal daily operations.
• Review and support training on technology platform advancements in coordination with the Sr. Director of Technology, Systems, and Data Analytics and other technical leads of each EM department.
• Resolve administrative problems and inquiries.
• Support events planning and initiatives and related tasks in an effort to realize annual enrollment goals.
• Provides backup support to other EM staff as needed.
• Supporting events in various capacities, including, but not limited to, the ability to drive a golf cart, physically moving supplies and standing for long periods of time.
• Other duties and projects as assigned.

Benefits

• Santa Clara University offers a 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: Part-time
• Career Level: Entry Level