Senior Administrative Assistant

Santa Clara University • Santa Clara, CA

15h • Hybrid

About The Position

Oversee and support Auxiliary Services operations by providing administrative assistance primarily to the Associate Vice President Auxiliary Services (AVP), and support the various Auxiliary Services units (Housing, Dining Services, ACCESS, Bookstore, Conference Services, Property Management). Serves as a vital departmental liaison, helping to manage vendor relationships, digital presence, marketing, brand development, and financial documentation, while ensuring seamless communication between University units, external partners, and the campus community. 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
• Demonstrated ability to successfully work with often conflicting demands with multiple units, various customer types, and complex regulations and creatively identify problem solutions
• 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
• Demonstrated ability to read, interpret, and report on financial statements, budget vs. actual reports, and other accounting documents is required
• 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 work not only as a team member but also as a team leader required when developing projects for multiple units
• 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
• Minimum of 2 - 3 years of administrative work experience in customer service and administrative support, preferably in higher education environment

Nice To Haves

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

Responsibilities

• Provide support to the Associate Vice President of Auxiliary Services (AVP), which includes arranging the AVP’s calendar, set up meetings using Google calendar, reserve meeting space using 25Live, and assist in various projects as needed. Projects may include working with information and data that is highly confidential.
• Screen all calls coming to the general Auxiliary Services extension and answer questions from parents, students and vendors. Be familiar with FERPA rules when sharing information with parents, and navigate what at times can be challenging conversations both in person and over the phone. Exercise patience and use of tact when dealing with challenging phone calls. When appropriate, refer to the correct department.
• Communicate with vendor account managers from university beverage, bookstore, and dining partners to aid in managing process for deliveries, marketing project approvals, sales reporting, and contract payments.
• Work with the Senior Director, Administration and Finance to track revenue and expenses compared with prior years and budgeted goals. Deposit contract payments and marketing project reimbursements and track progress towards contractual volume hurdles.
• In conjunction with the Associate Vice President and unit directors, develop marketing plans for all units by streamlining marketing collateral, including coordination of social media posts, important dates, and yield events.
• Draft literature and other communications representing the Division, coordinating with Student Life, Residence Life, Dining Services, Housing, Conference Services and other Auxiliaries, University Marketing & Communication, and other University units to make sure adequate word is getting out to all customers on services provided.
• Support in developing, editing and ordering division brochures that incorporate information about all auxiliary units each year.
• Organize Auxiliary Services division socials and professional development events, which may include securing location, arranging menu, organizing supplies which may be needed, and coordinating payment of invoice with both internal and external vendors.
• Manage administrative operations of the Auxiliary Services division; securing office supplies, monitoring computer and printer purchases, as well as coordinating IT needs and support.
• Maintain and update online phone directories for the division.
• Act as a liaison between SCU Bon Appetit (campus food vendor) and Valore (campus bookstore). This may include but is not limited to, assisting in advertising special events through campus-wide emails and various social media platforms, participating in various tastings across dining venues, and sharing complaints from students or parents about experience with food service and campus bookstore.
• Serve as a point of contact for Coca-Cola account managers, monitoring free product allotment, as well as distribution to each of the units. Assist Coca-Cola Student Ambassador with securing dates and locations for product tastings. Work with Coca-Cola Marketing in bringing special promotions to campus, and assist with location for event and marketing.
• Coordinate membership, meeting dates and attend various meetings, including Student Dining Advisory Board (students who live on campus and use a dining plan); Staff and Faculty Dining Advisory Board (staff from each department on campus - meets fall and winter quarters); Bookstore Advisory Board (staff - Fall and Spring quarters); Kitchen Maintenance (Bon Appetit and Facilities Staff - once a month), and Housing, Residence Life Group Management Meetings (Housing and Residence Life Staff. Schedule meetings and locations, participate in meetings as required, and document, and at times, follow up on, recommendations.
• Assist with Dining Services policies, which includes making sure that said policies are understood, and followed.
• Record and follow-up with individuals or groups who submit External Catering Forms and ensure the policies are followed for external catering and use of the Benson kitchen. Prepare journal entries in Workday to charge External Catering fees, as needed.
• Assist with the food truck provider program, coordinating the weekly food truck schedule every quarter. Update website schedule and create slides for monitors in Benson and Residence Halls. Create display boards for campus marketing a-frames and coordinate with Housing staff for their placement on campus. Share schedule with Parking and Transportation and Auxiliary Technical Services. Monitor weekly food truck sales with assistance from ACCESS Office.
• Work closely with the Director for Property Management, to deliver a seamless experience. Prepare a Qualtrics document to be used by the Provost Office, for new in-coming faculty housing selection. Work with Property Management in securing a list of properties to be included in the Qualtrics document. Monitor document on selection day, to make sure each detail is captured.
• When applicable, manage Auxiliary Services student employees, including hiring, reviewing, supervising and monitoring workload.
• Assist with research and report on University’s comparison cohorts on room and board, tuition, housing deposit, refund, and cancellation policies, dining plans, and other information as needed for SCU policy and budget development.
• Assist and provide input for parent and student sessions for Orientation, which includes representation by various Auxiliary Services units.
• Receive and direct all general calls and emails for Auxiliary Services
• Connect customers with appropriate staff members when follow up, and status information is needed or requested
• Update and maintain promotional materials for Auxiliary Services, and work with campus partners to post on display screens
• Serve as the site administrator for the Auxiliary Services website. Keep website WCAG2.1 compliant (accessibility) by working with Information Services. Design and update website using Terminal4 (website platform) to keep current. As needed, hire a photographer to update photos which represent the current student experience in each of the Auxiliary Services units.
• Position supervises student employees in the Auxiliary Services Office when needed
• Work closely with Cal-Western Property Management company, to reconcile monthly off-campus property rent and expenses. Each month, reconcile expenses and rent using a formulated spreadsheet, as well as provide spreadsheet and all necessary documentation to the University Finance Office to ensure auditability.
• Administer various items, in collaboration with Bon Appetit, including preparing monthly billing to Bon Appetit for student wages, Benson kitchens pest control and Benson dining custodial charges. Coordinate with ACCESS office to confirm point of sale billings from Bon Appetit. Work with Human Resources for F102 (dining services student wages for the month) report creation, and Facilities to collect invoices for pest control. Include repair invoices for countertop appliances (not covered in contract), as well as track payments.
• Secure all invoices received for kitchen repairs in Benson Center Marketplace, Adobe, and the Cafes across campus, making sure all are entered into Workday for payment.
• Prepare monthly Reserves report for AVP, and track spending of reserves funds by Facilities.
• Deposit of all checks for monthly Bon Appetit billing and Coca-Cola/Compass vending.
• Provide reporting to AVP when required
• Monitor all contracted commissions and payments from vendors for end of the year reconciliation, and with assistance from the University Finance Office, prepare end of the year transfers for Auxiliary Services’ contribution to the University, which is entered into Workday.
• Work closely with Assistant Director, Billing & Finance in monitoring commissions and payments.
• Provide Workday reports for AVP upon request.
• Recommends initiatives and implements changes to improve quality and services.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
• Maintains contact with customers and solicits feedback for improved services.
• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
• Researches and develops resources that create timely and efficient workflow.
• Develops and implements guidelines to support the functions of the unit.

Benefits

• 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: Full-time
• Career Level: Entry Level