Administrative Associate, Events & Admin

Job Id: 
INU-000000
Institution: 
Santa Clara University
Job Type: 
Administration
Job Start Date: 
2017-11-21
Application Closing Date: 
2018-02-28
Contact Name: 
Human Resources
Contact Phone: 
(408) 554-4392
Contact Email: 
hrservicedesk@scu.edu
Description: 

Administrative Associate, Events & Admin

Santa Clara University

Department: Ignatian Center

Part Year: No

FLSA Status: Non-Exempt

Standard Hours (hours per week):

Position Purpose:

The Administrative Associate (Events and Admin) (AA) will contribute to the effective administration of the Ignatian Center for Jesuit Education. As a member of the operations team that provides general operational support of ICJE , the AA will collaborate with other members of the staff to assist in the effective execution of its programs. The position ensures the implementation of event planning best practices and provides the primary administrative support to the Executive Director. This is a full-time, non-exempt position reporting to the Associate Director/COO .

Essential Duties and Responsibilities:

1. Collaborates with other members of the operations team to provide general programmatic support of all ICJE programs

• Contributes proportionately to the support of signature programs (Bannan Institute, Community-based Learning, Immersions, Spiritual Exercises)

• Provides for day-to-day management and maintenance of material needs of programs.

• In consultation with Director of Communications and Operations, provides appropriate support of secondary programs (e.g., IFF , Fellowships, etc.)

• Provides for all necessary set-up needs, including facilities and other logistics
2. Manages ICJE event planning and operations.

• In consultation with Operations Team, plans and executes all ICJE events.

• Coordinates event logistics and manages event budgets.

• Coordinates event advertising and correspondence.

• In consultation with Operations Team, tracks and reports appropriate data relative to all ICJE events and participants.

• In collaboration with other members of Operations Team, coordinates travel and hospitality for Center visitors.
3. Provides administrative support to the Executive Director.

• Manages ED’s calendar and sets appointments as appropriate.

• Completes other duties as assigned.
4. Support financial management

• In collaboration with operations team, assures the timely reconciliation, processing of requests, quick vouchers, budget/expense transfers, purchase orders, invoices, petty cash, gifts, fees, cash advances, and business travel expenses, deposits/payments, and other financial activities of ICJE .
5. Coordinates office management of ICJE with operations team.

• Provides for day-to-day management and maintenance of ICJE offices.

• In collaboration with Operations Team, manages processes for reception of guests and inquiries (in person, on telephone, and via internet).

• Maintains ICJE filing systems.

• Manages bulk mailings.

• In collaboration with the AD/COO , provides for hiring, training, and oversight of student workers.

• Shares responsibility for managing office space and operating office equipment.
6. Collaborates with the broader work of ICJE .
GENERAL GUIDELINES
1. Recommends initiatives and implements 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 customers 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:

N/A

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

• Outstanding organizational and project management skills and data management acuity.

• Excellent interpersonal and verbal/written communication skills.

• Demonstrated knowledge of MS Office/GoogleDocs required; Microsoft Access, advanced data analytics in Excel 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.
• May be required to travel to other buildings on the campus.

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 with windows.
• Offices with frequent interruptions.

Knowledge:

• Demonstrated knowledge of MS Office/GoogleDocs required; Microsoft Access, advanced data analytics in Excel preferred.

Skills:

• Outstanding organizational and project management skills and data management acuity.

• Excellent interpersonal and verbal/written communication skills

Abilities:

• Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

• Entrepreneurial spirit, flexibility, adaptability and willingness to respond spontaneously when opportunities arise.

• Creative mindset, openness to change and enthusiasm for collaborative program development.

• Demonstrated ability to drive projects from inception to completion.

• Excellent judgment, attention to detail, and ability to be self-directed.

• Ability to work non-traditional hours.

• Valid U.S. Driver’s License.

Education and/or Experience:

• Bachelor’s degree required.

• Minimum of four years of experience in related field required.

Salary Information: $23.69-27.23 per hour (commensurate with experience)

Close Date:

Open Until Filled: Yes

Special Instructions to Applicants:

For full consideration, applications must be received by November 30, 2017. Application reviews will begin on December 1, 2017.

To view the full job posting and apply for this position, go to http://apptrkr.com/1125075

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 http://www.scu.edu/cs/. 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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