Administrative Services Manager

Position Title:

Administrative Services Manager

Position Type:

Regular

Hiring Range:

$28.03 - $33.65 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

This position provides programmatic and administrative support for the Office of Accessible Education (OAE). Responsibilities include supporting the OAE’s front desk administrative operations, budget management (with Director oversight), administrative support to OAE Staff, planning and coordination of events and meetings, and management of purchases. Additional responsibilities include processing confidential documents, assisting in creating a responsive culture of support, support of website maintenance, tracking of student status, and creation of annual reports, co-managing student staff supervision (with the OAE Directors), overseeing AIM portal administration, and coordinating departmental communications under the direction of the OAE Director. 

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Administrative Support

• Coordinate daily office functions, records management, and administrative needs
• Create and support front desk protocol including but not limited to screening calls, greeting visitors, answering emails, sorting and distributing mail, and responding to general  inquiries as appropriate
• Provide consistent in-person front desk coverage and serve as the primary point of contact for office visitors and inquiries
• Support delegated inbox workflows and assist with timely response and follow up
• Assist in hiring and shared supervision of student office assistants
• Support student staff onboarding, fostering positive office culture, cross-training and day-to-day guidance
• Support  daily administrative operations to maintain efficient office functioning 
• Provide administrative support to OAE Staff including assisting the directors in managing office processes, paperwork and deadlines
• Assist the directors in preparing annual reports and related materials
• Coordinate travel arrangements for OAE staff and guests 
• Perform other duties as assigned

Front Desk and Constituent Support

Current Students

• Provides support with the OAE application process
• Assist with accommodation onboarding questions related to office templates, scheduling, and general documentation questions 
• Assists the Testing Coordinator and Accommodation Specialists with scheduling and rescheduling exams and accommodations-related meetings as needed
• Assists the Testing Coordinator in resolving day-to-day testing space and office issues, including printing, equipment, furniture, and computer-related troubleshooting 

Parents

• Provides general information to parents while maintaining strict confidentiality of student records and information. 

Faculty

• Respond to faculty questions and refer faculty to the appropriate OAE staff member or resource regarding OAE processes, procedures, and accommodations.

Staff

• Provide general information to staff while maintaining confidentiality of OAE student information

Business Operations & Budget Management 

• Assist with management of the OAE departmental budget under Director oversight 
• Track departmental budget expenses and maintain accurate financial records 
• Reconciles departmental budget and related financial records  on a monthly basis
• Orders supplies and makes purchases as necessary
• Submits expenses, reimbursements, invoice payments, student stipends
• Reconciles P-Card, T-Card, invoices, stipends, requisitions, purchase orders, and other related business transaction activities 
• Divisional Budget Team (DBT) projection spreadsheets and related budget training materials 
• Participate in DBT-related meetings and support implementation of divisional budget processes.
• Maintain OAE financial tracking spreadsheets and assist staff with budget tracking procedures as needed 

Web Content and Digital Communication Management 

• Assist in maintaining and updated OAE website content in coordination with the Deputy ADA Coordinator for Digital Accessibility
• Assist in drafting and distributing departmental communications with Director oversight and approval, including OAE updates, newsletters, faculty communications, and student listserv communications.
• Support communication efforts that promote OAE processes, procedures, services, and resources to campus stakeholders.

AIM Portal Administration 

• Update templates and run system queries and reports as needed 
• Serve as point of contact for AIM representatives with Director oversight
• Troubleshoot backend system issues and coordinate system upgrades with Director oversight and guidance
• Assist the Director with the configuring the portal structure and manage data transfer coordination with campus partners
• Train professional and student staff on portal navigation and confidentiality protocols

Educational Outreach & Liaison Work 

• Assist with education efforts and campus outreach initiatives 
• Serve as support staff for development of promotional materials for education efforts and campus outreach
• Collaborate with Facilities, Building Manager, Campus Safety Services, Bon Appetit, Dining Advisory Board, RSO/PSO groups, and Title IX
• Coordinates and participates in informational sessions, outreach events, and campus engagement activities 

Event/Program Planning and Coordination

• Assist in planning and coordinating departmental projects, programs, and events
• Support office management-related projects, programs, and events as needed
• Coordinate room scheduling and event setup logistics, manage program correspondence/announcements
• Compile and distribute background materials for meetings as needed
• Assist with facilitation and coordination of departmental events and activities 
• Coordinate student staff tabling events and campus presence initiatives

Safety & Compliance

• Assist with maintaining compliance with Emergency Planning and Clery Act requirements
• Support development and updating of departmental safety protocols and disability-related emergency planning
• Serve as point of contact for facility safety coordination within the Benson building

GENERAL GUIDELINES

• Interacts effectively across all units of the university.
• Recommends initiatives and implements changes to improve quality and services.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established office management processes and practices (e.g. budget tracking, supply tracking and restocking).
• Elevates students, faculty and staff and feedback from OAE comment box form for improved services.
• Maximizes productivity through use of appropriate tools, planned training, and performance initiatives.
• Researches and develops resources that create timely and efficient office management workflow.
• Prepares progress reports as requested by OAE leadership; informs supervisor of project status
• Ensures completeness, accuracy and timeliness of all office management functions.
• Prepares and submits reports as requested and required.

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.

Knowledge

• Demonstrated knowledge of content management systems (e.g., TerminalFour) and ability to oversee web-based communications and departmental information architecture
• Demonstrated proficiency with enterprise systems such as AIM (Accessible Information Management), Workday/Peoplesoft, learning management systems, Google Workspace, and Microsoft Office Suite, with the ability to train others and manage system workflows
• Working knowledge of ADA/504 regulations, FERPA requirements, exam security standards, and higher education compliance frameworks
• Knowledge of budget management practices, financial reconciliation processes, and internal controls
• Commitment to the mission, goals, and values of Jesuit education and Santa Clara University

Skills

• Advanced written and verbal communication skills, including the ability to communicate operational expectations, compliance requirements, and sensitive information clearly and professionally
• Strong operational problem-solving skills, including the ability to assess risk, analyze process gaps, and implement corrective action
• Ability to exercise sound judgment and authority when engaging with students, faculty, staff, administrators, and external stakeholders
• Demonstrated integrity, discretion, and professionalism in handling confidential and compliance-sensitive matters
• Supervisory skills, including training, performance guidance, and staff development
• Ability to manage high-volume testing operations while maintaining quality assurance and regulatory compliance

Abilities

• Ability to independently manage complex operational workflows and prioritize competing demands in a high-volume student services environment
• Ability to oversee departmental budget reconciliation, monitor expenditures, and maintain accurate financial reporting
• Ability to exercise independent judgment and decision-making authority in day-to-day operational matters
• Ability to identify operational risks and implement process improvements proactively
• Ability to supervise student staff and maintain accountability standards
• Ability to ensure secure exam handling, data integrity, and confidentiality compliance

Education and/or Experience

• Bachelor’s degree preferred; Master’s degree in Higher Education, Student Affairs, Public Administration, Business Administration, or related field preferred
• Three (3) years of progressively responsible experience in higher education administration, operations management, accessibility services, or related field, including demonstrated supervisory and budget management experience.

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.
• 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, vendors, or suppliers.
• May be required to help move items (boxes, supplies) from one location/building to another.
• Ability to work evenings and weekends.

Work Environment

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

• Job requires in-person presence. 
• Typical office environment.
• Mostly an indoor office environment.
• Offices with equipment noise.
• Offices with frequent interruptions.

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/

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. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, [email protected] , www.scu.edu/title-ix. 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 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

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to follow 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 [email protected].

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 [email protected] or by phone at (408)554-4392. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact [email protected].