Position Title:
Administrative Associate, Information Services
Position Type:
Regular
Hiring Range:
$25.24 - $29.01 per hour; commensurate with experience
Pay Frequency:
Hourly
A. POSITION PURPOSE
Reporting to the Director of Finance & Administration for Information Services (IS), the Administrative Associate, IS provides a broad range of confidential administrative and operational support to the CIO, IS Directors, and all levels of IS staff. The Administrative Associate provides services focused on delivering excellent customer service to students, faculty and all staff working in the Learning Commons. This position is responsible for the general administrative workflow for the administrative area while maintaining the needs of the division, such as entering payment requests within Workday ERP system, coordination of events and activities, maintenance of staff presence in the online phone directory, and managing facility needs and issues, including access for building staff and work orders. In addition to providing administrative support, this position will contribute to the overall strengthening of the division's mission and key goals.
This is a full-time onsite position with weekday hours of 8AM to 5PM.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential Responsibilities:

• Management of Administrative Office/Customer Service
• Information Services Division support
• Assist with Financial Management and payments
• Facility/visitor/event support
• Other duties as assigned

Specific Duties (representative examples of tasks or projects related to the essential duties listed above) will include, but not be limited to:
Management of Administrative Office/Customer Service

• As a first point of contact, effectively communicate with and refer various constituents (invited guests, staff, faculty, and students) who visit or call the Information Services administrative suite.
• Answers general phone/email/voice mail inquiries and directs to the appropriate staff members
• Replies to general information requests from various constituents
• Schedules the Information Services conference rooms and St. Clare Room within the Learning Commons
• Manages and maintains the calendars for IS senior management; maintain department calendars, alerts, and announcements
• Maintain SCU on-line directory/phone book for IS
• Prioritizes and tracks time-sensitive projects and assignments to ensure timely completion
• Reports project/program status to management
• Maintains the organization charts for all of IS
• Establishes, updates, and maintains manual and automated filing systems to store and track documents, records, and reports; back-up electronic files
• Maintains, updates, and tracks confidential files/information ensuring accuracy and completeness
• Coordinates and serves as main point of contact for copier/printer and water delivery vendors
• Back up to staff in charge of managing and distributing mail and packages for IS groups; sorts and distributes incoming/outgoing correspondence - including faxes & packages - delivered to Administrative suite
• Hires, trains, supervises, and manages student assistants in the IS administrative suite as needed

Information Services Division support

• Provides administrative support to IS management, IS staff, and visiting consultants as needed
• Handles event planning for IS Staff by reserving the space, ordering food, and submitting related POs
• Provides accurate and timely information by answering questions and requests
• Prepares reports, memos, and documents
• Assists staff with conference and training logistics: registration, travel arrangements, etc.
• Processes travel expense reports for CIO
• Makes meeting and other arrangements for IS staff
• Attends meetings in order to record minutes; compiles and distributes minutes as required
• Supports vacant employee searches for staff
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing orders for supplies, and verifying receipt of supplies
• Codes access cards using the Onity Lock card coding machine
• Work with Access Card Office to maintain and limit access to building
• Serves and participates in IS and campus-wide committees
• Participates in job-related training courses to enhance skills and productivity
• Conducts evaluations of current and/or future needs of the work assignment and provides recommendations
• Back up to staff in charge of maintaining mailroom, e.g., adding/deleting individual boxes as appropriate
• Supervises work of student assistants in the above, as appropriate

Assist with Financial Management

• Process PO requests and payment requests on a daily basis
• Keeps tracking of invoice payments and follows up with University Finance Office as needed
• Process deposits for IS staff and University Library via Workday for fines, fees, refunds, etc.
• Assists with reconciling billing problems, invoice inaccuracies, etc.
• Assists with resolving invoice discrepancies
• Create Workday receipts for payment processing after ensuring invoices can be processed by AP
• Researches and responds to vendor inquiries regarding payment status
• Create and maintain efficient filing of all vendors; keeping two years worth onsite
• Run Workday financial reports and initiate routine transfers under the direction of the Director of Finance & Administration
• Performs other duties as assigned
• Supervises work of student assistants in the above, as appropriate

Academic Staff /Visitor/Event and Facility Support

• Makes travel arrangements for guests/speakers/job candidates
• Arranges and coordinates various events for IS, including making arrangements with catering, facilities, and campus safety
• Responds to staff inquiries on building issues, and follows up with Facilities as needed.
• Submits and follows up with work order requests for repairs and requests for Learning Commons
• Provides support and serves as back-up Learning Commons facility manager
• Responds to requests for administrative support from groups using the facility, e.g., photocopying, calling in campus resources, etc.
• Performs other duties as assigned
• Supervises work of student assistants in the above, as appropriate
• Other duties as assigned
• Assistance with misc projects as requested by CIO, IS Directors and/or IS Managers

C. PROVIDES WORK DIRECTION

• Student employees: 4 to 6 students

D. 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, Skills and Abilities
General

• Professional, customer service-oriented demeanor.
• Ability to establish and maintain effective working relationships across campus.
• Ability to learn new skills and software applications is essential.
• Demonstrated ability to balance competing needs, willingness to take initiative and be flexible while working with a team.
• Experience with Microsoft Office word processing and Google Workspace Apps for Education required.
• Experience with presentations and database applications, and experience with network applications and desktop publishing is preferred.
• Experience with Workday ERP preferred.
• Willingness to learn new systems, programs, and skills essential.
• Excellent oral and written communication skills, especially when dealing with sensitive issues and situations
• Strong interpersonal and organizational skills; an approachable and collaborative personal style; an ability to work well with individuals from multiple internal and external organizations.
• Demonstrated experience working with highly diverse constituencies, including students, faculty, staff, vendors, consultants, exonerees, donors and advisory board members.
• Creative problem-solving skills.
• Excellent organizational, planning and time-management skills with the ability to handle detailed information with a high degree of accuracy.
• Ability to maintain high level of confidentiality.
• Demonstrated ability to initiate and manage tasks independently and effectively.
• Enthusiastic and self-motivated, with a positive attitude and good sense of humor.
• Able to effectively balance and prioritize multiple tasks, meet deadlines in a fast-paced team environment, and respond to a complex and wide variety of demands.
• Team oriented individual with willingness to take initiative and get things done
• Understanding and support of the Jesuit tradition of education and commitment to the fundamental values of service to others, community and diversity.
• Strength of character, honesty, and integrity.

Education and Experience

• Bachelor's Degree preferred or equivalent combination of education and experience
• Minimum of 3 years of administrative experience, with a focus on providing excellent customer service to support technology in support of an organization's mission or equivalent combination of education and experience preferred.
• Experience in higher education preferred.

F. 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.
• Required to travel to other buildings on the campus.
• Required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
• Required to travel to outside customers, vendors or suppliers.

G. 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 equipment noise.
• Offices with frequent interruptions.

COVID-19 Statement
The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.
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. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. 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 go to 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 comply with 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 iahluwalia@scu.edu.