Santa Clara University
Department: College of Arts & Sciences
Part Year: No
FLSA Status: Non-Exempt
Standard Hours (hours per week): 20
The Osher Lifelong Learning Institute (OLLI) administrative assistant will work directly with the Director and Senior Admin to support the programs ever growing needs.
The OLLI Administrative Assistant is responsible for providing representing the OLLI sponsored program of classes, special interest groups and social activities to prospective adults age 50 and older.
Essential Duties and Responsibilities:
A. General Office duties: answer phones, check email account, assist members
B. Submit Facilities requests / ASTRA for room requests and set ups
C. Submit Media Requests
D. Process Quick Vouchers (back up) (debit and credit)
E. Update the website / maintain its accuracy each academic year
F. Work with BBIS / CLARA program software
G. Prep & Send out course evaluations & mass emails
H. Prepare class packets
I. Assist with monthly E Bulletin
J. Send out class reminders & rosters
K. Make name tags / lanyards
L. Create data spreadsheets and cross check data
M. Maintain the Travel Google Docs. drive and Travel calendar for accuracy
N. Assist with marketing materials for specific events (dinners, save the date,
O. Assist with proof reading the quarterly catalog before it goes to printOther duties as assigned.1. Support the Travel Group with website, marketing and updates to the Google drive
2. Collaborate on the E- Bulletin (monthly) with senior staff
3. Website T-4
4. Prepare the Quarterly Schedule calendar overview 16 X 22 (legal size paper) once data received from Curriculum Committee
5. Assist with quarterly catalog with images and proof reading
6. Assist with member registrationsGENERAL GUIDELINES1. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. Troubleshoots BBIS and CLARA issues
2. Maintains contact with customers and solicits feedback for improved services.
3. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
4. Researches and develops resources that create timely and efficient workflow.
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 environment.
Mostly indoor office environment with extensive periods of sitting
Offices with equipment noise.
Offices with frequent interruptions.
1. PC/Mac proficiency requiring working knowledge of Windows and Apple platforms.
1. Demonstrated excellent organizational skills and the ability to multitask.
1. Ability to work with retirees, University faculty, staff and community organizations.
2. Ability to initiate tasks and work independently as well as in team environments.
3. Demonstrated ability to prioritize tasks, meet deadlines with accuracy and show initiative to resolve issues and solve problems.
Education and/or Experience:
Bachelor degree preferredTwo years of experience in an administrative or customer relations/support environment required; experience in academic administration is preferred.
Open Until Filled: Yes
Special Instructions to Applicants:
To view the full job posting and apply for this position, go to https://jobs.scu.edu
About Santa Clara University
Santa Clara University is a comprehensive Jesuit, Catholic university located in Californias Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus masters, Ph.D., and law degrees.
Distinguished by the highest retention rate and ranked second among all masters universities in the West by U.S. News and World Report, Santa Clara University is Californias oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.
Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.
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 at http://www.scu.edu/cs/. 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.
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