Job Details

Senior Administrative Assistant

Position Number: 6374241
Location: Santa Clara, CA
Position Type: Secretary and Administrative Assistants

Senior Administrative Assistant

Position Title:
Senior Administrative Assistant

Position Type:
Regular

Hiring Range:

$25.05 - $27.21 / annual; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Hourly
University Operations 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 by succeeding in these three critical areas.

A. POSITION PURPOSE

Reporting to the Administrative Associate, the Senior Administrative Assistant will play key support and customer service role within University Operations. The individual in the Senior Administrative Assistant role is the campus community's primary point of contact for all maintenance and service issues will fill the customer-facing position within the division's Customer Service Center, and will work closely with staff throughout the division to provide extensive internal coordination, ensuring that the daily operational support needs of the University Operations division are met and that all campus customers are provided timely, efficient responses and service. The work of our Senior Administrative Assistant has a strong emphasis on customer service, and this person will be an integral member of the team that ensures all Operations customers receive prompt, courteous and professional service. An ideal candidate for this position is a strong team player, thrives in a lively work environment, and has a passion for serving others.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Customer Service

Main point of contact for internal and external University Operations customers

Receive and direct all general calls and emails for University Operations Division

Greet all guests, students, contractors, general visitors to the University Operations

Respond to telephone, email, online and in person support requests for routine and emergency maintenance

Connect customers with appropriate staff members when follow up and status information regarding work orders and Event requests is needed/requested

2. Integrated Work Management System (AiM)

Enter work orders for all incoming service requests

Dispatch emergency work orders to appropriate technician

Process all Event Support Requests

Enter and approve key requests and charges in AIM

Create, maintain and update database of University wide online requesters and user accounts, including initial troubleshooting of login issues

3. Administrative Support

Receive, sort and distribute mail to all University Operations departments

Maintain office copier/printer/scanner supplies and service calls

Participate in meetings to represent Customer Service issues and inform supervisors, co-workers of any issues or concerns

Maintain online SCU directory information for all University Operations departments

Maintain and update the Facilities Managers lists (using Google Sheets and Google Groups) for all University buildings, including ensuring that the current list is available online to customers

Perform daily administrative, system, and customer service closing processes

Maintain multiple directories and lists - examples include shared calendars, building assignment listing, mechanic schedule reference sheet, office staff contact list, etc.

Update Event Request form and related Actions/Email triggers in Qualtrics as needed

Assist Administrative Associate with processing invoices as needed

Assist with Capital Project creation and closeout processes, including data entry and electronic filing

Attach scanned invoices to Stockroom-created Supplier Invoices in Workday as time allows

Additional duties as required

4. Access Control

Encode cards for keyless locking systems (Onity and Salto)

Load Onity and Salto programmers for technicians as needed

Perform initial troubleshooting when locks or users credentials aren't working

C. PROVIDES WORK DIRECTION
N/A

D. 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.

1. Knowledge

Demonstrated knowledge of and ability to work with Microsoft Office Suite and Google Workspace applications

Solid business or operations support knowledge

Understanding and support of the Jesuit tradition of Christian humanism, on which the University was founded, and a commitment to the fundamental values of service to others, community and diversity

2. Skills

Strong interpersonal, organizational and problem solving skills

Effective verbal and written communications skills

Professional, customer service-oriented demeanor

Able to work collaboratively with a diverse group of people

Ability to communicate effectively in both English and Spanish is a plus

3. Abilities

Ability to prioritize, meet deadlines, and maintain a high level of customer service

Ability to multitask effectively

Ability to handle detailed information with a high degree of accuracy

Ability to maintain a high level of confidentiality

Ability to work independently and exercise good judgment and common sense
appropriate to the related circumstances

Ability to learn customized software programs

Ability to adapt to continuing changes in processes and tasks for customer service support and work management.

Ability to effectively establish and maintain cooperative working relationships within a diverse, multicultural environment.

4. Education

High School diploma required

Bachelor's degree preferred

5. Years of Experience

Two to four years of experience in customer service and administrative support, preferably in an operations or higher education environment

E. 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.

Requires the ability to travel to other buildings on the campus.

May be required to attend meetings at other buildings or locations off campus.

F. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Indoor office environment with windows.

Open office work environment that includes regular interruptions

EEO Statement

Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

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 go to the Campus Safety Services website . 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.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

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.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Senior-Administrative-Asst_R6351