Job Details

Administrative Associate - Dean's Office, School of Education and Counseling Psychology
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Position Number: 5663485
Location: Santa Clara, CA
Position Type: Deans - Education

Administrative Associate - Dean's Office, School of Education and Counseling Psychology

Position Title:
Administrative Associate - Dean's Office, School of Education and Counseling Psychology

Position Type:
Regular

Hiring Range:

$25.24 -$29.01 per hour, commensurate with experience

Pay Frequency:
HourlyPOSITION PURPOSE

Direct daily operations of the School of Education and Counseling Psychology Dean's Office. Specific responsibilities include managing Dean's schedule; Dean's Office event planning; student supervision, assisting with HR and financial operations, supporting Dean's office staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Direction of administrative functions

Standardize business processes and functions across the School of Education and Counseling Psychology
Document business processes and other vital information

Office management

Answer telephone, greet and direct visitors, make referrals as appropriate
Manage calendar and scheduling for dean's conference room
Order appropriate office supplies when necessary
Develop and update office procedures manual for Dean's Office front office
Maintain calendars and appointments for all Deans and the Director for External Relations as assigned.
Ensure appropriate administrative support is provided to all Deans and the Director for Employer and Alumni Relations; examine opportunities for improvement and make suggestions
Direct and supervise special projects as assigned by the Dean, Associate and Assistant Deans
Track computers for updating and inventory and ensure laptop carts and others are updated as needed.
Document and distribute meeting minutes for Leadership meetings

Student employee supervision

Hire, train and supervise student workers for front office operations
Determine student employment needs, set schedule, and manage personnel issues
Monitor changing needs and distribute projects and assignments accordingly
Handle student-employee related issues and inquiries and refer appropriate
Review and approve student hours in the payroll system.

Financial operations and human resources support

Process Workday transactions and accounts payable for Dean, Associate and Assistant Deans and Directors as assigned.
Assist with monthly budget reporting as needed
Process all incoming invoices and deposits and maintain records of transactions for the entire dean's office
Manage the Dean's internal grant process
Manage the quarterly lecturer hiring process
Assist with the faculty supplement and overload process
Provide administrative support for the faculty rank and tenure review process
Assist with new employee HR issues, including I9 verification and required forms
Maintain faculty personnel files
Manage door keys for Guadalupe Hall

Manage events for the Dean's Office

Plan internal events for Dean's office
Manage menu, budget, facilities, and catering for internal events
Manage event timelines and communication, and ensure event timing does not conflict with other relevant programming for internal events
Develop invitations and manage RSVPs for internal events
Coordinate with other personnel to ensure communications for internal events are timely, accurate, and consistent with event goals.
Other duties as assigned

PROVIDES WORK DIRECTION

Provides work direction to student staff.

GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services.
Identifies and determines the 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 the use of appropriate tools; planned training and performance initiatives.
Researches and develops resources that create a timely and efficient workflow.
Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy, and timeliness of all operational functions.
Prepares and submits reports as requested and required.
Develops and implements guidelines to support the functions of the unit.
Maintains positive relationships with fellow staff, faculty, and students.

QUALIFICATIONS

Knowledge

Proficiency in text processing and spreadsheet applications, Microsoft Office
Proficiency in other popular administration software platforms (Adobe, Google suite)
Understand and support the values and ideals of Jesuit education

Skills

Experience in maintaining budgets and preparing analyses and reports; experience with Workday strongly preferred
Excellent organizational skills with attention to accuracy and detail
Excellent oral and written communication skills, especially when dealing with sensitive issues and situations

Abilities

Supervisory experience preferred
Ability to work independently and exercise sound judgment
Ability to establish and maintain effective working relationships with internal and external clients
Ability to maintain confidentiality and use discretion
Excellent organizational skills with attention to accuracy and detail
Demonstrated ability to balance and respond to a complex and wide variety of demands
Willingness to take initiative and be flexible while working with a team Ability to quickly learn software and technology platforms.

Education

Bachelor's degree preferred

Years of Experience

Minimum of 3 years of relevant professional experience with progressively greater responsibilities preferred

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

COVID-19 Statement

The health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe, effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Administrative-Associate---Dean-s-Office--School-of-Education-and-Counseling-Psychology_R4958