Administrative Associate - Ignatian Center

Position Title:

Administrative Associate (Ignatian Center)

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

POSITION PURPOSE

The Administrative Associate (Ignatian Center) (AA) is a member of the Operations Team for Mission and Ministry charged with providing operational and administrative support to further the mission of the Division. Specifically, the AA will contribute to the effective administration of the Ignatian Center (ICJE), which is a part of the Division of Mission and Ministry. The AA will create and maintain a warm, welcoming, professional, and effective work environment where all staff and students can thrive. In addition, the AA will contribute to the broader operational needs of the Division in: financial processing, partnership communication, travel arrangements, data management, and event support. This is a full-time, non-exempt position reporting to the Assistant Vice President for Mission and Ministry (AVP). 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manages the operational and administrative functions for the Ignatian Center to ensure all administrative needs are met

• Ensures high-quality administrative support best practices are implemented across all of ICJE under the guidance of the ICJE team and the AVP. 
• Provides for day-to-day management and maintenance of offices and equipment
• Manages reception of guests and inquiries
• Hires, trains, supervises and mentors a team of student interns to support office operations
• Coordinates calendaring to ensure all events, programs, and activities are communicated across the team and Division
• Serves as the liaison to the building manager, building and maintaining key relationships with the Benson staff in order to ensure quality communication and care
• Serves as the primary point of contact among University operations, including facilities, finance, student employment, campus safety, etc. 
• Manages all contracts and serves as the primary liaison with the Office of the General Counsel
• Provide operational support of events in collaboration with the Administrative Associate for Events

• Facilitates the Division's budget and financial reconciliation process.
  • Supports the AVP In Creating, updating, and disseminating the internal budget across the division
  • Ensure the Division team successfully executes all financial responsibilities and protocols as determined by the Finance Office 
  • Updates, actual spending to date, and forecasting on a monthly basis at minimum
  • Facilitates the fiscal year close process for the Division.
  • Provides regular reporting on gift and endowment funds to the AVP, VP, and division leadership.
    
    
• Manages data collection tools for the Division
  • Manages data collection for the Division, Ensuring we have proper tools for necessary data collection for program assessment
  • Ensure staff members have clear expectations of their roles in data collection and proper training.
  • Creates, generates, updates reports as needed for staff. 
  • Provides additional support as needed for data collection for the Division.
    
    
• Provides administrative support to support the overall work and goals of the Division of Mission and Ministry
  • Provide executive administrative support to the Division leadership team
  • Serves as primary airline travel coordinator for programs across the division
  • Builds and maintains quality relationships with key operational partners on campus 
  • Ensures the efficient and effective use of time for all Division staff members, constantly seeking out new tools and opportunities to reduce administrative burden
  • Maximizes and manages Division physical assets such as space, vehicles, tools, etc.
    
    
• Collaborates with the broader work of the Division. 
  • Regularly attends and participates in Division programming and events, including some events that may be held outside of regular business hours. 
  • Regularly attends and participates in SCU campus-wide, staff-wide, and academic programming events to represent Mission and Ministry, to form relationships to support engagement
    
    
• Executes other duties as assigned

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. 

Knowledge

• Knowledge of the fundamentals of project management and office coordination is required.
  

Skills 

• Outstanding organizational and project management skills.
• Strong verbal /written communication and influencing skills.
• Demonstrated capacity to receive tasks from a multitude of sources, prioritize, and execute. 
• Open, objective, innovative, and oriented toward understanding and responding to issues from divergent perspectives.
• Proficiency in using a variety of electronic tools, such as Microsoft Office, Google Apps for Education, social media, Canva, Workday, and the ability to adapt to new technologies.

Abilities

• Ability and desire to supervise and mentor university students 
• Demonstrated high-level performance in organizational entrepreneurship and creativity.
• Demonstrated high-level performance in successfully driving projects from inception to completion.
• Excellent overall judgment combined with attention to detail.
• Superior project tracking skills to support long-range planning of the department as well as timely recurring tasks.
• Ability to consistently demonstrate a commitment to equity and respect in the workplace, a genuine desire to promote a supportive climate for all members of the SCU community, intercultural awareness, communication and understanding, and the ability to manage difficult and contentious situations.
• Demonstrated high level record of building and managing effective connection with a range of constituencies to achieve success.

Education and experience

• Bachelor’s degree preferred.
• Collaborative experience in event planning and management.
• Experience working in a ministerial setting preferred
• Experience working in a higher education setting is preferred

Years of Experience

• At least 3 years of relevant experience is required an equivalent combination of education and/of experience

"Priority review for applications will begin on Monday November 2. Applications received after this date may not be considered"

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].