The Administrative Associate is responsible for general office management of the Office of the Provost, providing general support to the Provost and Provost's Office staff, providing support for staff human resource management, providing support for faculty human resource management, providing support for facility planning and management, and assisting with the budget and financial management for the Office of the Provost. The Administrative Associate also collaborates with the Executive Assistant who provides supports the Provost and Senior Vice Provost for Academic Affairs. The position requires the skills, sensitivities, and understanding consistent with the stature and position of the chief academic officer within the University.
|Essential Duties and Responsibilities|
1. General Management of the Office of the Provost (30%) Ensures all administrative activities of the Office of the Provost are conducted seamlessly through careful attention to detail and consistent follow-up and oversight
Coordinates office coverage, greets guests, handles and refers incoming calls, manages incoming mail and other correspondence, maintains office supplies, coordinates office support services
Provides support for general event planning including scheduling large group meetings, facilitating distribution of meeting materials, reserving meeting rooms, coordinating video/phone conference arrangements, and coordinating food and beverage service
Provides general administrative support to all staff in the Office of the Provost, including maintenance of relevant filing and retrieval systems for staff in the Office of the Provost
Works with the Senior Assistant Provost to manage the student assistants in the Office of the Provost. Coordinates hiring, training, project assignment, and supervision of day-to-day work
Contributes to establishing and maintaining a tone of high service quality and proper decorum in the Office of the Provost
2. Support for Strategic Initiatives and Communications (30%) Provides support for strategic planning committees and working groups by researching assigned topics, facilitating committee/working group communications, taking meeting minutes, managing documents and records, and scheduling meetings
Prepares communication for distribution through HTML emails and University web content management server
Assists with maintenance of Provost's Office website
Drafts routine correspondence and prepares presentation materials
3. Support for Diversity and Inclusion Initiatives (10%) Provide support for diversity and inclusion initiatives through the coordination and planning of meetings and events
Assists with management of financial records
4. Support for Faculty Human Resource Management (10%) Provides support for the faculty appointment process, including assistance with letters of appointment and other correspondence associated with faculty personnel actions
Provides support for rank and tenure processes, sabbatical and junior faculty development leaves, endowed chair appointments, and other faculty personnel issues
Assists with maintenance of the faculty database and personnel files in the Office of the Provost, including processing faculty contracts and related materials in PeopleAdmin
5. Support for Financial Planning and Management (10%) Manages the financial transactions for the Office of the Provost, including maintaining appropriate financial records and preparing periodic reports as required
Maintains budget and financial management records and files for the Office of the Provost
6. Support for Staff and Administrative Human Resource Management (10%) Responsible for providing support to search committees during Dean, Executive Director, and other staff searches, including management of interactions with search firms
Provides support for the appointment and promotion of librarians and other academic staff handled through the Office of the Provost in accordance with applicable University policies and procedures, including letters of appointment and related correspondence
Maintains administrative/executive, academic, and other staff personnel files in the Office of the Provost
7. Other Duties as Assigned
|Provides Work Direction|
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.
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 locations.
May be required to occasionally travel to outside customers, venders or suppliers.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. Typical office environments
Mostly indoor office environments
Offices with equipment noise
Offices with frequent interruptions
|Knowledge|| Understanding of higher education and academic administration|
Familiarity with Santa Clara University organizational structure
Understanding of the values and ideals of Jesuit education
Understanding of the Provost's organization and academic affairs preferred
|Skills|| Skill in drafting business correspondence, minutes, and briefings|
Skill in establishing and maintaining cooperative and effective working relationships with within the Office of the Provost; with all levels of students, faculty, administrators, staff; and external parties
Skill in handling multiple tasks simultaneously, ensuring follow through, prioritizing on-going tasks and projects, and being flexible and responsive to unexpected shifts in workflow
Excellent organizational, planning, and prioritization skills
Critical thinking and problem solving skills
Exceptional interpersonal, oral, and written communication skills
Demonstrated record of sound judgment
Strong customer service and diplomacy skills
Advanced level computer skills using the Microsoft Office suite, Google calendars, and Google docs
Proficiency with PeopleSoft financial systems, PeopleAdmin, and Terminal 4 (or other similar content management system) preferred
Proficiency with the processing of financial transactions and basic bookkeeping
|Abilities|| Ability to work independently and exercise sound judgment|
Ability to be flexible and responsive to changing priorities
Ability to maintain confidentiality and to handle sensitive matters with judgment, tact, and diplomacy
Ability to provide high level of attention to accuracy and detail
Ability to anticipate the needs of the staff and take appropriate action
Ability to work with diverse students, faculty, staff, administrators and other stakeholders
Ability to reflect, articulate and promote the mission, vision, and identity of the University
|Education and/or Experience|| Bachelor's degree|
Minimum 4 years of relevant experience in administrative support role, or equivalent combination of education and experience.
|Salary Information||Hiring Range: $23.69 - $27.23 hourly|