Administrative Associate Santa Clara University

Ajcunet; Santa Clara, Northern (CA, KY); Hybrid; USD 39,000 - 47,000; Full time

Job summary

Santa Clara University is seeking an Administrative Associate to manage inventory and purchasing for the Operations division. You will ensure stock levels, process invoices, and maintain AIM database reporting to support campus maintenance services.

The role emphasizes customer service, accuracy, and efficiency in stockroom operations, with a strong focus on safety compliance and cross-team collaboration.

Qualifications

• Knowledge of computer database systems and prior experience with inventory control software required.
• Proficiency in Microsoft Word, Excel, and Access.
• Excellent organizational and detail skills.
• Well-developed interpersonal skills with an emphasis on exceptional customer service.
• Ability to manage appropriate inventory levels with independent decision making.

Responsibilities

• Primary point of contact for Operations teams for stock and non-stock parts; deliver responsive customer service.
• Order and purchase stock and non-stock materials to meet maintenance needs.
• Payment of invoices for stock and non-stock materials.
• Inventory control for items carried in stock; maintain AIM data.
• Follow and maintain safety compliance policies for the warehouse.
• Provide backup support for other Operations areas as needed.

Skills

Inventory software

Microsoft Word

Microsoft Excel

Microsoft Access

Customer service

Interpersonal skills

Stockroom operations

Education

Bachelor’s Degree or equivalent combination of education and/or experience

Degree in Purchasing, Supply or Materials Management, Inventory Control, and/or Management and Supervision preferred

Minimum three years directly related Stockroom/Inventory experience

Tools

AIM database

Inventory control software

Job description

Administrative Associate

Position Title: Administrative Associate

$28.03 – $33.65/hourly; Compensation will be based on education, experience, skills relevant to the role and internal equity.

Position Type:

Regular

Hiring Range:

$28.03 – $33.65/hourly; Compensation will be based on education, experience, skills relevant to the role and internal equity.

Pay Frequency:

Hourly

A. POSITION PURPOSE

The Operations division is a team that is tasked with providing an exceptional campus environment to the faculty, staff, students, and visitors of SCU. We are successful as a team when we:

Put the needs of our customers first

Constantly improve and innovate the way we conduct business

Construct a positive work environment that allows our team to work together and thrive

We focus on our customers by emphasizing availability and providing professional, dependable service. We improve and innovate our business through performance analysis, leveraging technology, and employee training. Finally, we construct a positive work environment by emphasizing the importance of teamwork and communication. We expect all members of our team, new and veteran alike, to advance the ultimate goal of providing an exceptional campus environment.

The Administrative Associate is responsible for maintaining high levels of customer service to University Operations by managing inventory processes, purchasing inventory, and identifying more effective methods that improve customer service and operational efficiency. This position ensures adequate inventory levels of materials and supplies are maintained and available to meet Operations and campus maintenance service requirements. and actively participates in the daily operations of the stockroom. The Administrative Associate maintains the AIM database system to ensure inventory data and reporting for stock items are accurate and current. Additional responsibilities include ensuring effective inventory and asset loss, control and safety processes are maintained and followed. The Administrative Associate manages purchasing of inventory, researching pricing and materials and invoice payment processes. An important goal of the department is providing professional and responsive customer service to all University Operations employees.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Primary point of contact for Operations teams for stock and non-stock parts needed to support maintenance and repair needs. Deliver responsive customer service to meet the service needs and stock requirements of the University Operations Division and the campus in general.

2. Order and purchase stock and non-stock materials & supplies to maintain adequate levels to meet the Facilities Department maintenance and service requirements.

3. Payment of invoices for stock and non-stock materials purchased.

4. Inventory control for items carried in stock, maintaining inventory data in AIM database.

5. Follow and maintain safety compliance policies and standards for the warehouse area.

6. Provide backup support as needed for other Operations areas such as Mailing and Post Office.

Specific Responsibilities

1. Primary point of contact for stockroom parts, actively participates in the daily operation of the Stockroom

• Assist customers ordering stock and non-stock parts in AIM as needed.
• Assist customers to identify parts and locations as needed.
• Assist customers in using technology to order parts as needed. .
• Assist customers to locate and check tools in/ out as needed.

2. Deliver responsive customer service to meet the service needs and stock requirements of the University Operations Division and the campus in general.

• Assure that service delivery to customers is responsive, courteous and efficient.
• Evaluate the needs of Stockroom customers to determine ongoing optimal customer service.
• Maintain regular, ongoing communication with Supervisors and key Facilities/Operation personnel to assess current customer service needs and future requirements.
• Create and maintain reports as needed for weekly orders and for seasonal or historical requests.

3. Purchasing materials/supplies to maintain adequate levels to meet the Facilities Department maintenance and service requirements

• Have a working knowledge of the materials and the correct stock levels needed to support regular operational maintenance and seasonal service demands.
• Purchase stock items to meet requirements for ongoing maintenance, preventative maintenance and seasonal projects and maintenance programs.
• Purchase non-stock items requested and maintain communication with the requester about the order and delivery status.
• Maintain relationships with current vendors and evaluate pricing and/or future vendors as needed.
• Create and manage Purchase Orders in AIM for inventory items to track accurate quantity and correct items are received. Manage issues with defects, damage or backorders as needed.
• Coordinate with Purchasing department as needed to consolidate spending with key suppliers and realize savings.

4. Invoice payment processes

• Accurately process invoices for payment in AIM and interface to Accounts Payable that meet vendor payment terms.
• Ensure supplier term accounts are current and maintain communication with key suppliers about invoices and payment status.
• Manage company issued purchasing card transactions to ensure reports are submitted by deadlines.

5. Inventory control for items carried in stock and maintaining inventory in AIM computer database of all items

• Maintain and manage stock and non-stock inventory on an on-going basis, including evaluation and assessment of items carried.
• Maintain part location information system and bin locations as needed for new or relocated parts.
• Oversee the inventory receiving and stocking processes, minimize backlogs and assist as needed to ensure stock items are available when needed.
• Ensure reported inventory quantity and cost information is accurate. Oversee regular process for periodic inventory cycle and inventory counts to ensure quantities on hand match the system quantities.

6. Provide backup support as needed for other Operations areas such as Mailing and Post Office during absences or seasonal peak periods.

7. Other duties as assigned.

C. PROVIDES WORK DIRECTION

This position does not provide work direction to any employees or student workers.

D. GENERAL GUIDELINES

1. Recommends initiatives and implements changes to improve quality and services.

2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

3. Maintains contact with customers and solicits feedback for improved services.

4. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.

5. Researches and develops resources that create timely and efficient workflow.

6. Prepares progress reports; informs supervisor of project status; and deviation from goals.

7. Ensures completeness, accuracy and timeliness of all operational functions.

8. Prepares and submits reports as requested and required.

9. 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/Skills/Abilities

• Knowledge of computer database systems and prior experience with inventory control software required.
• Proficiency in Microsoft Word, Excel, and Access.
• Excellent organizational and detail skills.
• Well-developed interpersonal skills with an emphasis on exceptional customer service. Ability to work with all level employees in a fast-paced environment.
• Strong interpersonal skills, flexibility and discretion.
• Ability to handle multiple service requests on a repeated basis.
• Ability to manage appropriate inventory levels with a great deal of independent decision making and minimal supervision.

2. Education

• Bachelor’s Degree or equivalent combination of education and/or experience
• Degree in Purchasing, Supply or Materials Management, Inventory Control, and/or Management and Supervision preferred.

3. Years of Experience

• Minimum three years directly related Stockroom/Inventory experience

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 occasionally travel to outside vendors or suppliers.
• May require manual material handling activities associated with warehouse operations including bending, stooping, climbing ladders and the ability to lift up to 40 pounds.

G. WORK ENVIRONMENT

• No Flexible Work Arrangement: This position is primarily performed on-site at Santa Clara University. The position requires regular, in-person presence on campus to support operational, departmental, and/or service needs.
• Indoor office environment with a customer service counter that may include frequent interruptions.
• Includes Warehouse area requiring PPE such as safety shoes and glasses.
• Warehouse area may include chemicals related to Operations maintenance.
• Outdoor work in the Facilities yard area as needed.

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 [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].