Position Title:
Office Manager
Position Type:
Regular
Hiring Range:
$25.24 - $29.01 commensurate with experience
Pay Frequency:
Hourly
A. POSITION PURPOSE
As a part of the Inclusive Excellence Division, the Office for Multicultural Learning (OML) is committed to promoting social justice, building bridges across diverse communities, and celebrating differences at Santa Clara University. In addition, we advocate for historically underrepresented populations and educate the whole person within the context of Jesuit values.
The Office Manager provides administrative and project support for OML infrastructure, operations, staff, and programs. The individual is responsible for supporting the administrative and fiscal management needs while supporting the diverse activities related to the work of the OML. The Office Manager reports directly to the Director of OML.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Office Management and Administrative Support (30%)
Coordinate administrative duties and general office support for the OML.
Assist with drafting, editing, preparing, designing, and typing various communications, correspondences, memorandums, reports, policies, forms, newsletters, databases, mail merges, email announcements, and flyers for OML.
Help coordinate, mentor, and supervise the student staff in work schedule, training, and other areas pertinent to their work in OML.
Manage the calendar of events for OML including student cultural events, lectures, workshops,multicultural recognition ceremonies, staff vacation, staff retreat, conferences, and holidays.
Navigate Workday Student Module for information on students hiring.
2. Fiscal and Business Management (30%)
Prepare and process all OML financials (expense reports, reimbursement, contracts, expense transfers, payment requests as requested).
Initiate and manage budgetary needs associated with the OML including the processing of payment requests, petty cash, departmental purchasing cards and departmental travel cards.
Process the Multicultural Learning Grants offer letters, reimbursements, follow up, and budget tracking.
Communicate and coordinate with other campus departments/programs regarding co-sponsored events.
Orchestrate and plan departmental travel, events, and meetings.
Collaborate with partners in the Office of the President and Inclusive Excellence Division to reconcile divisional expenses and procedures.
3. Programming Coordination (30%)
Provide administrative and project support for OML events, committees and initiatives.
Reserve rooms, coordinate special room set-up/ equipment, and order refreshments and meals with appropriate vendors.
Compile and distribute necessary background materials for meetings as needed and requested by Associate Director(s) and Director.
Provide administrative and logistics support for all OML programs, trainings/workshops, and gatherings.
4. Technology Support (5%)
Coordinate all aspects of the OML facilities and equipment (repairs/maintenance/upgrades of computer network, phone system, copy machines; water supply, keys, office supplies acquisition, monitoring expenditures, staff access to buildings).
Provide regular acquisition and activity reports to the Director.
Coordinate and maintain the marketing and communicating strategies including website updates, bulletin boards, and newsletters.
5. Other duties as assigned (5%)
C. PROVIDES WORK DIRECTION
Help supervise Student Inclusion Educators during their shifts in OML and RRC to assist with administrative duties.
D. GENERAL GUIDELINES
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 students, staff and faculty 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.
E. 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
Knowledge of current events, local and university resources, the student population and multicultural development related academic issues.
Commitment to the mission and social justice values inherent in the Ignatian tradition of a Jesuit education particularly embodied at Santa Clara.
2. Skills
Demonstrated computer skills including MS Office (esp. Excel, Word and PowerPoint), Google Drive,Website development.
Strong project management and organization skills.
Exceptional leadership / management / administrative skills.
Skilled in interpersonal and intercultural communication, program planning, budgeting, administration and public speaking.
Demonstrated oral and written communication skills.
Demonstrated time management and multitasking skills.
3. Abilities
Proven ability to interact effectively and professionally with students, faculty, staff and administrators from diverse backgrounds both independently and as a member of a team.
Demonstrated success in cultivating collaborative relationships with both internal and external constituencies.
Proven ability to develop successful relationships with historically underrepresented communities
Capability to recognize issues of diversity and willingness to engage difficult interpersonal, ethical and societal concerns.
4.Education
Bachelor's Degree preferred.
5. Years of Experience
3 years related administrative experience
Successful candidate will have experience providing increasingly responsible project management tasks, preferably in a multicultural setting.
Prior administrative management experience 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 lift and transport materials for program activities.
Required to travel to other buildings on the campus.
May be required to travel to off-campus locations for materials/goods drop off and pick up.
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 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. The Title IX Coordinator and Section 504 and ADA Coordinator is Aaron Zisser, Director of Equal Opportunity and Title IX, 408-551-3043, azisser@scu.edu , 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 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 .
To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Office-Manager_R3841
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