Job Details

Senior Administrative Assistant

Position Number: 6886836
Location: Santa Clara, CA
Position Type: Secretary and Administrative Assistants

Senior Administrative Assistant

Position Title:
Senior Administrative Assistant

Position Type:
Regular

Hiring Range:

$25.05 - $30.05 /hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Hourly

A. POSITION PURPOSE

The Senior Administrative Assistant, under the supervision of the Director, Access & Property Management is to provide administrative support for ACCESS Office operations: this may include assisting with paying invoices, office management, and being the first point of contact in the ACCESS Office.

The work of the Senior Administrative Assistant has a strong emphasis on customer service, issue resolution, and is the staff member who will be integral to the team in order to ensure all operations are managed in a timely and seamless manner. An ideal candidate for this position is a strong team player, problem solver, thrives in a lively work environment, and has a passion to be in service with others.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

Customer Service

Main point of contact for internal and external ACCESS Office customers
Receive and direct all general calls and emails for ACCESS Office
Greet all guests, students, contractors, general visitors to the ACCESS Office
Respond to telephone, email, online and in person support requests for routine and emergency maintenance
Connect customers with appropriate staff members when follow up and status information is needed or requested
May provide support to the management of access plans for residence halls. This includes setting up plans with appropriate door, time, and access parameters.
Adhere to security policies as it relates to Payment Card Industry (PCI), Human Resources data, and Student rights (FERPA).
Perform activities to ensure Windows operating environment meets customer and SCU Information Services expectations.
May provide support with the ACCESS Office application systems: including Point-of-Sale (POS), Security, Web, Financial, Transact campus system, and other 3rd party enterprise applications (SALTO Systems, Cloud POS, etc.).
Recruit, train, schedule and supervise 7 - 10 student workers
Participate in and present at Orientation programs
Update and maintain promotional materials for the ACCESS Office display screens
Update and maintain the ACCESS Office website
Process deposits to stored value accounts
Serves as liaison to students, faculty/staff, parents, affiliates and University business partners for the SCU ACCESS credential program.
Performs the appropriate steps related to the specific guidelines and procedures of the SCU ACCESS credential office.
Possess an understanding of all university policies and procedures related to the operation of the SCU ACCESS credential office.

Administrative Support

Receive, sort and distribute mail
Maintain office copier/printer/scanner supplies and service calls
Participate in meetings to represent customer service issues and inform supervisors, co-workers of any issues or concerns
Perform daily administrative, system, and customer service closing processes
Maintain multiple directories and lists - examples include shared calendars, office staff contact list, etc.
Update frequently used forms and related Actions/Email triggers in Qualtrics as needed
Assist processing invoices as needed
Assist with data entry, running reports, and electronic filing
Additional duties as required

Access Control

Assist with encoding cards for keyless locking systems (Onity and Salto)
Load Onity and Salto programmers as needed
Perform initial troubleshooting when locks or users' credentials are not working

Other duties as assigned

C. PROVIDES WORK DIRECTION

Recruit, train, schedule and supervise 7-10 student workers

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 customers 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 and to promote and contribute to an inclusive and respectful workplace.

1. Knowledge, Skills, Abilities

Demonstrated knowledge of and ability to work with Microsoft Office Suite and Google Workspace applications
Solid business or operations support knowledge
Understanding and support of the Jesuit tradition of Christian humanism, on which the University was founded, and a commitment to the fundamental values of service to others, community and diversity
Strong interpersonal, organizational and problem-solving skills
Effective verbal and written communications skills
Professional, customer service-oriented demeanor
Able to work collaboratively with a diverse group of people
Ability to prioritize, meet deadlines, and maintain a high level of customer service
Ability to multitask effectively
Ability to handle detailed information with a high degree of accuracy
Ability to maintain a high level of confidentiality
Ability to work independently and exercise good judgment and common sense appropriate to the related circumstances
Ability to learn customized software programs
Ability to adapt to continuing changes in processes and tasks for customer service support and work management.
Ability to effectively establish and maintain cooperative working relationships within a diverse, multicultural environment.
Demonstrated written and oral skills required; ability to deal with people at all levels highlighted by a service-oriented attitude
Self-starter with the ability to identify problems, formulate solutions, and be able follow-through to successfully complete all the problem-solving tasks
Ability to respond quickly to changing needs and requirements, along with the ability to adjust and re-evaluate priorities to accommodate the demands of the system users, all in a limited timeframe
Must be able to proofread and be proficient in the English language, including grammar, syntax, spelling, punctuation, and composition. Accuracy in standard business math calculations is also required
Ability to work effectively in team-oriented environments
Experience working in a mission critical data center preferred

2. Education

High School diploma required
Bachelor's Degree preferred

3. Years of Experience

Minimum of two to four years of experience in customer service and administrative support, preferably in higher education environment

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.
May be required to travel to other buildings on the campus.

G. WORK ENVIRONMENT

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

Mostly indoor office environment
Offices with equipment noise.
Frequent interruptions.

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 hraccommodations@scu.edu or by phone at (408)554-5750.

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/Senior-Administrative-Assistant_R7046