Job Details

Senior Administrative Assistant - Engineering
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Position Number: 5240504
Location: Santa Clara, CA
Position Type: Secretary and Administrative Assistants

Senior Administrative Assistant - Engineering

Position Title:
Senior Administrative Assistant - Engineering

Position Type:
Regular

Hiring Range:

$22.02--$25.31 per hour, commensurate with experience.

Pay Frequency:
Hourly

A. POSITION PURPOSE

This position reports to the Assistant Dean, with a dotted line to the department chair. The purpose of this position is to manage the administrative operations of the department.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

Provide administrative support to the Dean's office as well as to the support departments of Applied Math and Engineering Management. This position will also act as a floater when Academic departments require coverage.

First point of contact for faculty, staff, students, and external constituencies
Reply to all departmental inquiries and provide verbal and/or written responses, data, forms, etc., if necessary
Ensure phone calls and mail are properly routed
Interact with students and assist them with forms, questions, assigning new majors to appropriate advisors, etc.
Provide full support for Departmental specific meetings/events/guest speakers including, but not limited to, room reservations, catering, recording minutes, booking travel, preparing reimbursements and honoraria, and ordering catering.
Provide assistance scheduling and maintaining department calendar and deadlines
Ensure general inventory of departmental supplies are maintained
In conjunction with the Department Chair and Faculty, ensure all necessary updates are identified and submitted to the appropriate personnel for annual SCU Bulletin
Maintain department records
Proctor exams, as needed
Respond to internal and external queries for departmental data
Maintain departmental website
Coordinate the preparation and documentation for periodic ABET accreditation processes
Provide backup support to other engineering departments in the event of vacation, sickness or other emergency
Coordinate student advising
Assist faculty with purchasing, book orders and other tasks as directed by the chair.

Graduate and Undergraduate Course Scheduling

In conjunction with the Department Chair, create annual and quarterly course schedules via existing university scheduling systems and resources.
Ensure the course schedule data is submitted to the Registrar's Office (undergraduate schedules) or the SoE Graduate Services Office (graduate schedules).
Make appropriate updates to course schedules as they occur and ensure those updates are submitted appropriately.
Notify affected students of any scheduling updates.
Manage information flow between all involved parties including, but not limited to, the Department Chair, Faculty, Registrar's Office, SoE Graduate Services Office, and Students.

Financial Management

Track and reconcile on a monthly basis, all Departmental financial transactions
Correct all errors identified in monthly reconciliations
Process departmental payments and reimbursements in a timely manner - includes purchasing card transactions, invoices, cash reimbursements, and petty cash accounts
Process departmental purchase requisitions in a timely manner
Process departmental deposits in a timely manner
Process Financial Transaction Adjustment Requests (FTARs) to correct any errors identified in departmental financial transactions

Human Resource Management

Work with the Dean's office to support timely hiring of adjunct faculty including posting quarterly and annual positions
In conjunction with the Department Chair and Search Committee Chair, ensure all faculty searches are posted and conducted according to established university policies and procedures
Ensure all faculty searches are conducted via Workday and that required data is uploaded and submitted
Arrange and coordinate onsite interviews for faculty candidates, where appropriate
Welcome new faculty and assist in getting them acclimated to SCU
Ensure all student employees are hired and accurately processed according to all established university policies and procedures
Submit completed TA/RA forms to the appropriate department
May hire, train, supervise, and evaluate departmental student assistant(s)

Special Projects and Other Duties as Assigned

Special projects and other duties may be periodically assigned, as necessary

C. PROVIDES WORK DIRECTION

Supervise student employees, as needed.

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.

1. Knowledge

Proficiency with PCs, especially word processing, spreadsheets, and presentation software are essential (preferably Microsoft Office and Google Workspace).
Experience with Workday desired.
Experience updating web content desired
Commitment to understand and support Santa Clara University's distinctive Jesuit educational vision and willingness to model institutional values of competence, conscience, and compassion, in pursuit of its mission and goals

2. Skills

Excellent planning, organizational, and time-management skills are essential.
Excellent interpersonal, oral and written communication skills are essential.
Creative problem-solving skills are essential
Strong interpersonal skills with ability to deal with a wide variety of students, faculty, staff,
Team oriented individual with willingness to take initiative and get things done

3. Abilities

Ability to exercise judgment and maintain confidentiality on a wide spectrum of topics and issues.
Ability to multi-task, and meet deadlines.

4. Education

Bachelor's Degree preferred

5. Years of Experience

Three or more years of related administrative experience or equivalent combination of education and experience required.

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.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state location

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.

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/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.

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---Engineering_R4400