Administrative Associate, Dean of Students Office

Santa Clara University; Santa Clara (CA); On-site; USD 39,000 - 46,000; Full time

Job summary

Santa Clara University is seeking an Administrative Associate in the Dean of Students Office to provide confidential administrative and operational support across programs and services.

This role supports ten professional staff, supervises student employees, and maintains FERPA-compliant records and scheduling.

Qualifications

• Experience with administrative support and handling confidential information.
• Ability to manage budgets and coordinate with multiple departments.
• Strong written and verbal communication skills.

Responsibilities

• Provide confidential administrative and operational support for the Dean of Students Office.
• Supervise student employees and support ten professional staff.
• Maintain recordkeeping and FERPA compliance; manage scheduling and budgets.

Skills

Oral and written communication

Organizational skills

Interpersonal skills

Problem solving

Team oriented

Willingness to learn

Education

Bachelor’s degree

Tools

Maxient

WorkDay

Cashnet

Google Apps for Education

Terminal Four (T4)

Adobe Illustrator

Job description

Position Title

Administrative Associate, Dean of Students Office

Position Type

Regular

Hiring Range

$28.03 - $33.65 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity

Pay Frequency

Hourly

Position Purpose

The Administrative Associate provides confidential administrative and operational support as it relates to the programs and services offered by the Dean of Students Office and administrative support for the Residential Learning Community (RLC) Program. The Administrative Associate provides a full range of support for ten (10) professional staff positions and supervises student employees who serve as office receptionists and perform a wide range of tasks related to the implementation of programs and services.

Essential Duties and Responsibilities

• Administrative
  • As a first level of response, effectively communicate with and competently refer various constituents (students, staff, faculty, and parents) regarding a broad range of issues impacting students’ campus experience and personal development and welfare.
  • Support the department in handling complex, sensitive, and confidential information (e.g. student conduct, student of concern, and ineligibility reports, and forms and letters of reference pertaining to background checks, graduate school applications, and transfer applications).
  • Maintain specialized recordkeeping and database management (Maxient software system), and/or specified information-gathering for projects and tasks.
  • Maintain confidential records and exercise judgment with respect to the distribution and disclosure of those records.
  • Maintain compliance with FERPA (Family Educational Rights and Privacy Act).
  • Set up and maintain departmental filing/tracking systems (e.g. student fine collection, Being a Bronco Series completion).
  • Assist with the development and publication of department print, web publications, and departmental social media.
  • Serve as resource for interpretation of department policy for students, faculty, staff, and parents.
  • Monitor department budget, identify problems, resolve issues or discrepancies when appropriate, generate reports on the budget, and initiate/authorize routine transfers, payment requests, and deposits.
  • Prepare routine correspondence such as departmental e-mails, memos, and letters.
  • Coordinate with other University departments in order to schedule rooms to request special room set-up or equipment, and refreshments as needed.
  • Provide support and manage schedules for ten (10) professional staff in the Dean of Students Office.
  • Plan and coordinate office projects from start to finish.
  • Provide Administrative Support for the Residential Learning Community (RLC) Program.
  • Order supplies for residence hall service desks as well as items for specific RLC events.
  • Using the ASTRA room scheduling system, manages reservations for Kennedy Commons, Sobrato Residence Hall and CASA Residence Hall.
  • Order stationary, business cards, name tags, etc.
  • Arrange student stipends for RLCA officers.
  • Assist with tasks as assigned by the Director of Residence Life.
  • Other duties as assigned.
• Budget Management
  • Manage budgets for the Dean of Students Office and the Residential Learning Community (RLC) Program.
  • Identify problems, resolve issues or discrepancies when appropriate, and initiate/authorize routine transfers using FTARS and payment requests by creating Quick Vouchers in the WorkDay Financial System.
  • Monitor accounts and prepare reports on the budget as requested.
• Supervision
  • Hire, train, manage, and supervise student employees.
  • Train students to understand, and comply with the confidential nature of the information and records maintained by the office as it relates to serving students and complying with FERPA.
  • Manage work products of student employees to maximize their contribution to the office’s efficiency.

Student employees: 4 to 6 students.

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.
• Prepares and submits reports as requested and required.
• Develops and implements guidelines to support the functions of the unit.
• Ensures completeness, accuracy and timeliness of all operational functions.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

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.

Knowledge

• Understanding and support of the Jesuit tradition of education and a commitment to the fundamental values of service to others, community, and diversity as well as commitment to and demonstration of skills, knowledge, and awareness to serve the unique needs off the diverse campus community of Santa Clara University.
• Santa Clara University is committed to diversity and inclusion; therefore, it is vital all candidates seeking employment be committed to and demonstrate skills, knowledge and awareness to serve the unique needs of our diverse campus community.

Skills

• Experience with word processing, spreadsheets, presentations and database applications required, experience with network applications and desktop publishing is preferred.
• Good organizational skills are essential.
• Excellent oral and written communication skills are essential.
• Excellent interpersonal skills are essential.
• Problem solving skills and willing to take initiative and in order to get things done.
• Eager to learn in a fast-paced environment.
• Team-oriented, individual who is open to giving and receiving feedback.

Abilities

• Ability to work with all levels of employees and management.
• Ability to interact and communicate effectively with persons with a diverse range and level of social capabilities and from diverse backgrounds.
• Ability to manage and maintain confidentiality.
• Ability to function effectively and exercise good judgment, even in high stress moments
• Proficiency with PCs and Microsoft Office (e.g., though not limited to, creating databases and management) required.
• Proficiency with Adobe Illustrator preferred.
• Proficiency with Google Apps for Education preferred.
• Proficiency with Maxient, conduct and welfare system, preferred.
• Proficiency with Terminal Four (T4), digital web content management system, preferred.
• Proficiency with WorkDay and Cashnet, expense and invoice management systems preferred.
• Proficiency with WorkDay, student information system, preferred.

Education

A Bachelor’s degree is preferred.

Experience

At least three years of progressively responsible administrative or executive support experience, preferably supporting senior leadership in higher education, nonprofit, or corporate environments.

Physical Demands

• Considerable time is spent at a desk using a computer terminal.
• May be required to occasionally travel to outside customers, venders or suppliers.

Work Environment

• Typical office environment.
• Mostly indoor office environment with windows.
• Non-private office/work station.
• Offices with equipment noise.
• Offices with frequent interruptions.

This position is a work on site (in the office) position.

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

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 [phone]. 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 [e-mail] or by phone at [phone]. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact [e-mail].