Senior Administrative Assistant

Job Id: 
Santa Clara University
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Job Start Date: 
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Human Resources
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Senior Administrative Assistant

Santa Clara University

Department: Psychology

Part Year: No

FLSA Status: Non-Exempt

Standard Hours (hours per week): 40

Position Purpose:

This position provides administrative support for the full functioning of the department.

Essential Duties and Responsibilities:

1. Oversee course scheduling process

• Using appropriate University systems, schedule annual courses. Record class days, times and location preferences to instructors ensuring compliance with University guidelines. Submit to Office of the Dean and Registrar.

• Make appropriate updates as changes occur on the Academic Year Plan and schedule. Keep Office of the Dean and Office of the Registrar informed of changes by periodically submitting updated Academic Year Plans and quarterly schedules. Keep students informed of changes.

• Manage information flow between chair, faculty members, Office of the Dean and Office of the Registrar to ensure potential problems can be anticipated and resolved.
2. Financial management

• Periodically track expenditures and report findings to chairs and faculty members.

• Using appropriate University systems, oversee process workflow for reimbursements, honoraria, petty cash and fund transfers.

• Monthly reconciliation of purchasing cards.

• Manage purchasing and requisition processes.
3. Student Services Support

• Coordinate pre-registration, waitlist and quarterly class enrollment processes, as needed. Ensure Office of the Registrar and department receives accurate and timely information.

• Manage communication, from a wide variety of constituents, to and from students.

• Manage student award and grant programs.

• Prepare and distribute advising materials.
4. Day to day office management

• Ensure welcoming and customer-friendly office presence.

• Manage and facilitate communication flow to department, University offices and external constituents to ensure productivity and organization.

• Provide administrative support to department chair.

• Manage and facilitate work requests from faculty members and University offices.

• Schedule department spaces and manage calendars.

• Coordinate ongoing departmental information on website.

• Purchase office, instructional and research supplies and equipment.

• Ensure office equipment is operating efficiently. Manage issues as they arise.
5. Event planning

• Schedule spaces and ensure appropriate facility requests are submitted.

• Arrange menus and entertainment.

• Manage invitations, correspondence, advertising and event programs or other collateral.

• Coordinate travel, meals, and lodging for guests.

• Arrange for gifts, parking, decorations and other necessary details.
6. Records management

• Maintain department, faculty and student files.

• Maintain and update new course documentation and academic bulletin.

• Execute queries to retrieve up-to-date information and maintain accurate records.
7. Coordinate hiring process

• Post advertisements and oversee process workflow using appropriate University systems.

• Submit requests for adjunct faculty hires to Office of the Dean.

• Hire, train and supervise student employees using appropriate University systems.
8. Other appropriate duties as assigned.
1. Recommends initiatives and implements approved changes to improve quality and services.

2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

3. Maintains contact with community and solicits feedback for improved services.

4. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.

5. Researches and develops resources that create timely and efficient workflow.

6. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.

7. Prepares and submits reports as requested and required.

8. Develops and implements guidelines to support the functions of the unit.

Provides Work Direction:

Directs student employees


This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Physical Demands:

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with 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 skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Work Environment:

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

• Typical academic office environment.
• Mostly indoor office environment with windows.
• Offices with equipment noise.
• Offices with frequent interruptions.


• Demonstrated knowledge of Microsoft Office suite.

• Familiarity with Apple and Windows operating systems.

• Knowledge of content management systems and databases preferred.

• Understanding of, and appreciation for, the principles of Jesuit education preferred.


• Strong organizational and problem-solving skills.

• Excellent written and verbal communication skills.


• 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 establish and maintain effective working relationships with varying constituencies on and off campus.

• Ability to prioritize, multitask, meet deadlines, and handle stressful situations with tact and sensitivity.

Education and/or Experience:

Bachelor’s degree preferred and three years administrative work experience or equivalent combination of experience and education.
Three to five years administrative work experience, preferably in a higher education environment.

Salary Information:

Close Date:

Open Until Filled: Yes

Special Instructions to Applicants:

To view the full job posting and apply for this position, go to

About Santa Clara University

Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master’s, Ph.D., and law degrees.

Distinguished by the highest retention rate and ranked second among all master’s universities in the West by U.S. News and World Report, Santa Clara University is California’s oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.

Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.

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 at 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.

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