Dean's Office Senior Administrative Assistant

Santa Clara University; Santa Clara, Northern (CA, KY); Hybrid; USD 52,000 - 66,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

Santa Clara University’s School of Engineering seeks an organized administrative professional to provide frontline support to the Dean's Office and related departments. You will respond to inquiries, manage calendars, support event planning, and assist with financial transactions and reporting.

Candidates should have strong MS Office skills, particularly Excel, experience in higher education preferred, and the ability to handle confidential information with discretion, while delivering excellent

Qualifications

• Experience in academia or higher education preferred.
• Basic knowledge of financial administrative processes, such as purchasing, reimbursements, and budget tracking.
• Strong organizational and time-management skills with attention to detail.
• Strong written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office applications, particularly Excel.

Responsibilities

• Serve as a point of contact for faculty, staff, students, and external constituents.
• Respond to inquiries and provide accurate and timely information, data, forms, and resources.
• Coordinate and maintain Dean's Office calendar of events.
• Coordinate event logistics from planning through execution (rooms, catering, A/V, materials).
• Assist with monthly budget reporting and reconciliation of Dean's Office transactions.
• Provide backup administrative support to other School of Engineering departments.

Skills

Organizational skills

Time-management

Communication skills

Customer service

Problem-solving

Cross-functional coordination

Tools

Excel

Microsoft Office

Workday

HRIS

Job description

* Serve as a point of contact for faculty, staff, students, and external constituencies.* Respond to inquiries and provide accurate and timely verbal and/or written information, data, forms, and other administrative resources, as appropriate.* Coordinate and maintain Dean's Office calendar of events, including workshops, speakers, symposiums, conferences, and other School events.* Maintain and update a centralized repository of School of Engineering policies, procedures, and administrative resources to ensure information is current and accessible.* Maintain and assist with developing standardized workflows, job aids, and administrative resources to support efficient, accurate, and consistent processes aligned with University policies and procedures.* Maintain general inventory of office and event supplies.* Support Marketing and Communications team in School of Engineering website maintenance and communications, as needed.* Provide backup administrative support to other School of Engineering departments, as needed, including general administrative operations, student and faculty support, and other departmental functions.* Provide administrative support to the Assistant Dean of Finance and Administration, Assistant Director of Administration, and Dean's Office Department Manager, completing administrative tasks, record keeping, and other related assignments as needed.* Provide administrative and logistical coordination for School of Engineering events and programs, including meetings, workshops, conferences, advisory boards, and partnership activities.* Coordinate event logistics from planning through execution, including room reservations, catering, audiovisual and media services, event materials, signage, supplies, and other operational needs.* Manage event timelines and responsibilities, anticipate logistical needs and deadlines, coordinate with relevant stakeholders and service providers, follow up on outstanding items, and proactively communicate needs, updates, or potential issues.* Occasional early morning, evening, and weekend work may be required to support events.* Partner with Conference Services, Operations, University Marketing and Communications (UMC), and other University departments to understand and implement policies and procedures related to School of Engineering events and activities. Develop and communicate School-level procedures and guidelines, ensuring faculty and staff understand University requirements and supporting consistent compliance across the School.* Provide administrative support to the Assistant Dean of Marketing and Communications, and Assistant Director of Administration, as needed.* Support the Dean's Office Department Manager with monthly budget reporting and reconciliation of Dean's Office financial transactions, including identifying discrepancies and submitting correction requests.* Assist with routine financial transactions, including supplier invoices, purchase requisitions, reimbursements, event-related purchases, and other financial processes.* Track and monitor event budgets in coordination with event stakeholders.* Provide financial and administrative support to the Director of Finance, Assistant Dean of Finance, and Assistant Director of Administration, completing financial tasks, reconciliations, reporting, and other related assignments as needed.* General understanding of administrative operations; experience in academia or higher education preferred.* Basic knowledge of financial administrative processes, such as purchasing, reimbursements, and budget tracking.* General familiarity with event planning and logistical coordination.* Strong organizational and time-management skills with attention to detail and accuracy.* Strong written, verbal, and interpersonal communication skills.* Proficiency with Microsoft Office applications, particularly Excel.* Familiarity with financial, HRIS, or other enterprise administrative systems; Workday experience preferred.* Strong customer service, problem-solving, collaboration, and cross-functional coordination skills.* Ability to manage multiple responsibilities and priorities with minimal supervision.* Ability to exercise sound judgment and adapt to changing priorities.* Ability to handle confidential information appropriately.* 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 goalsSanta Clara University offers a comprehensive benefits package for ***benefit eligible employees*** with programs and resources designed to promote and sustain personal health care, well-being, and the financial objectives of our employees and families. Visit our for more information.