Dean's Office Senior Administrative Assistant

Position Title:

Dean's Office Senior Administrative Assistant

Position Type:

Regular

Hiring Range:

$25.05 - $30.05/per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

A.   Position Purpose

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.

B. Essential Duties And 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 

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• Financial Support

• 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

• Human Resource Management

• 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)
• 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

• Human Resource Management

• 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)

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• Special Projects and Other Duties as Assigned 
• 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
• 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

C.   Provides Work Direction

• Will supervise student employees, as needed. 

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D.   General Guidelines

• 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.   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. 

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E. Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. 

1. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment. 
2. Recommends initiatives and implements changes to improve quality and services. Identifies and determines causes of problems develops and presents 

C. Knowledge

• General understanding of academia and higher education 
• Thorough understanding of student affairs record keeping in higher education 

D. Skills

• Exceptional organizational skills, attention to detail and accuracy 
• Excellent oral, written, and interpersonal skills 
• PC proficiency required (including working knowledge of Microsoft Windows) iv. 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 

E. Abilities

• 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 

F. Education

• Bachelor'S Degree Preferred.

g. Years of Experience 

• 2-3 years relevant work experience

F. Physical Demands

The physical demands described below are representative of those that must be met by an employee to perform the essential functions of this job successfully. Following the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets the skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation. 

1. Considerable time is spent at a desk using a computer terminal. 
2. May be required to travel to other buildings on the campus. 

G. Work Environment

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. 

1. Typical office environment 
2. Mostly indoor office environment. 
3. Offices with equipment noise 
4. Offices with frequent interruption

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.

Eeo Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws.  For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at  https://www.scu.edu/title-ix/. 

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 visit 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

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities.  Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750.