Administrative Associate, Dean's Office (Part-Time)

Job Id: 
Santa Clara University
Job Type: 
Job Start Date: 
Application Closing Date: 
Contact Name: 
Human Resources
Contact Phone: 
(408) 554-4392
Contact Email:

Administrative Associate, Dean's Office (Part-Time)

Santa Clara University

Department: Sch of Educ, Counsel, Psych

Part Year: No

FLSA Status: Non-Exempt

Standard Hours (hours per week): 20

Position Purpose:

Direct daily operation 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, hiring procedures and financial operations and human resources support.

Essential Duties and Responsibilities:

1) Direction of administrative functions

• Serve as a resource and leader for School Administrative Assistants

• Standardize business processes and functions across the School

• Document business processes and other vital information
2) Office management

• Answer telephone, greet and direct visitors, make referrals as appropriate

• Sort and distribute mail; prepare outgoing mail

• 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 External Relations; examine opportunities for improvement and make suggestions

• Direct and supervise special projects as assigned by the Dean, Associate and Assistant Deans and the Director for External Relations
3) 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

• Assist with supervision of Cristo Rey San Jose Jesuit High School Interns

• Handle student-employee related issues and inquiries and refer appropriately

• Review and approve student hours in the payroll system.
4) Financial operations and human resources support

• Process Concur 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

• Manage the Dean’s internal grant process

• Assist with quarterly adjunct lecturer 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 certification and required forms

• Maintain faculty personnel files

• 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.

• Maintains positive relationships with fellow staff, faculty and students.

Provides Work Direction:

Provides work direction to the Administrative Assistant for Graduate Admissions and Student Services.

Provides work direction to student staff.


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.

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.

● Considerable time is spent at a desk using a computer terminal.

● Some lifting and moving of tables, chairs, desks

● May be required to travel to other buildings on and off the campus.

● May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

● May be required to occasionally travel to outside customers, venders or suppliers.

● Required to set up for department events.

Work Environment:

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

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


• Proficiency in text processing and spreadsheet applications, Microsoft Office

• Understand and support the values and ideals of Jesuit education


• Experience in maintaining budgets and preparing analyses and reports; experience with PeopleSoft 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


• 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

Education and/or Experience:

• Bachelor’s degree required

• Minimum of four years of administrative assistant experience with progressively greater responsibilities preferred; academic environment preferred

Salary Information: Hiring Range: $23.69 - $27.23/hour, depending on qualifications

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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