Senior Administrative Assistant

Santa Clara University•Santa Clara, CA

6d•$25 - $30

About The Position

The Senior Administrative Assistant, under the supervision of the Director, Access & Property Management is to provide administrative support for ACCESS Office operations: this may include assisting with paying invoices, office management, and being the first point of contact in the ACCESS Office. The work of the Senior Administrative Assistant has a strong emphasis on customer service, issue resolution, and is the staff member who will be integral to the team in order to ensure all operations are managed in a timely and seamless manner. An ideal candidate for this position is a strong team player, problem solver, thrives in a lively work environment, and has a passion to be in service with others.

Requirements

Demonstrated knowledge of and ability to work with Microsoft Office Suite and Google Workspace applications
Solid business or operations support knowledge
Understanding and support of the Jesuit tradition of Christian humanism, on which the University was founded, and a commitment to the fundamental values of service to others, community and diversity
Strong interpersonal, organizational and problem-solving skills
Effective verbal and written communications skills
Professional, customer service-oriented demeanor
Able to work collaboratively with a diverse group of people
Ability to prioritize, meet deadlines, and maintain a high level of customer service
Ability to multitask effectively
Ability to handle detailed information with a high degree of accuracy
Ability to maintain a high level of confidentiality
Ability to work independently and exercise good judgment and common sense appropriate to the related circumstances
Ability to learn customized software programs
Ability to adapt to continuing changes in processes and tasks for customer service support and work management.
Ability to effectively establish and maintain cooperative working relationships within a diverse, multicultural environment.
Demonstrated written and oral skills required; ability to deal with people at all levels highlighted by a service-oriented attitude
Self-starter with the ability to identify problems, formulate solutions, and be able follow-through to successfully complete all the problem-solving tasks
Ability to respond quickly to changing needs and requirements, along with the ability to adjust and re-evaluate priorities to accommodate the demands of the system users, all in a limited timeframe
Must be able to proofread and be proficient in the English language, including grammar, syntax, spelling, punctuation, and composition. Accuracy in standard business math calculations is also required
Ability to work effectively in team-oriented environments
High School diploma required
Minimum of two to four years of experience in customer service and administrative support, preferably in higher education environment

Nice To Haves

Bachelor’s Degree preferred
Experience working in a mission critical data center preferred

Responsibilities

Main point of contact for internal and external ACCESS Office customers
Receive and direct all general calls and emails for ACCESS Office
Greet all guests, students, contractors, general visitors to the ACCESS Office
Respond to telephone, email, online and in person support requests for routine and emergency maintenance
Connect customers with appropriate staff members when follow up and status information is needed or requested
May provide support to the management of access plans for residence halls. This includes setting up plans with appropriate door, time, and access parameters.
Adhere to security policies as it relates to Payment Card Industry (PCI), Human Resources data, and Student rights (FERPA).
Perform activities to ensure Windows operating environment meets customer and SCU Information Services expectations.
May provide support with the ACCESS Office application systems: including Point-of-Sale (POS), Security, Web, Financial, Transact campus system, and other 3rd party enterprise applications (SALTO Systems, Cloud POS, etc.).
Recruit, train, schedule and supervise 7 – 10 student workers
Participate in and present at Orientation programs
Update and maintain promotional materials for the ACCESS Office display screens
Update and maintain the ACCESS Office website
Process deposits to stored value accounts
Serves as liaison to students, faculty/staff, parents, affiliates and University business partners for the SCU ACCESS credential program.
Performs the appropriate steps related to the specific guidelines and procedures of the SCU ACCESS credential office.
Possess an understanding of all university policies and procedures related to the operation of the SCU ACCESS credential office.
Receive, sort and distribute mail
Maintain office copier/printer/scanner supplies and service calls
Participate in meetings to represent customer service issues and inform supervisors, co-workers of any issues or concerns
Perform daily administrative, system, and customer service closing processes
Maintain multiple directories and lists - examples include shared calendars, office staff contact list, etc.
Update frequently used forms and related Actions/Email triggers in Qualtrics as needed
Assist processing invoices as needed
Assist with data entry, running reports, and electronic filing
Assist with encoding cards for keyless locking systems (Onity and Salto)
Load Onity and Salto programmers as needed
Perform initial troubleshooting when locks or users’ credentials are not working
Other duties as assigned