Senior Administrative Assistant, Dean’s Office

Ajcunet; Santa Clara, Northern (CA, KY); Hybrid; USD 35,000 - 41,000; Full time

Job summary

Santa Clara University’s School of Engineering seeks a Dean’s Office Senior Administrative Assistant to support administrative operations and coordinate events.

You will serve as a liaison with faculty, staff, and external partners, manage calendars, process invoices, and assist with budgets. The role requires 2–3 years of relevant experience and a Bachelor’s degree preferred, with proficiency in Microsoft Excel and HRIS systems.

Qualifications

• Bachelor’s degree preferred.
• 2–3 years of relevant administrative, event, customer service, or related experience preferred.
• Proficiency with Microsoft Office applications, particularly Excel.
• Familiarity with financial, HRIS, or other enterprise administrative systems; Workday experience preferred.
• Strong organizational and time-management skills with attention to detail and accuracy.
• Strong written, verbal, and interpersonal communication skills.
• Strong customer service, problem-solving, collaboration, and cross-functional coordination skills.

Responsibilities

• Provide administrative support to the Dean’s Office team and backup administrative support to other School of Engineering units, as needed.
• 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.

Skills

Organizational skills

Time-management

Communication

Excel

Workday

HRIS

Customer service

Education

Bachelor’s degree preferred

Tools

Excel

Workday

HRIS

Job description

Santa Clara University’s School of Engineering seeks a Dean’s Office Senior Administrative Assistant to support administrative operations and coordinate events.

You will serve as a liaison with faculty, staff, and external partners, manage calendars, process invoices, and assist with budgets. The role requires 2–3 years of relevant experience and a Bachelor’s degree preferred, with proficiency in Microsoft Excel and HRIS systems.