Job Details

Administrative Assistant for Community Administration and Hurtado Program Coordinator

Position Number: 6228998
Location: Santa Clara, CA
Position Type: Religious Services

Administrative Assistant for Community Administration and Hurtado Program Coordinator

Position Title:
Administrative Assistant for Community Administration and Hurtado Program Coordinator

Position Type:
Regular

Hiring Range:

$22.02-$28.03 per hour Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Hourly
Primary Purpose of the Position

The Assistant to the Jesuit Community is an administrative associate position that supports the Rector and the local Jesuits in their work at the University and in their house-related ministries. As the main religious superior of the Santa Clara Jesuit Community, the Rector cares for the community of vowed religious and represents the community to the University, Province, and U.S./Canadian Assistancy.

The Assistant for Community Administration reports directly to the Rector, works collaboratively with the Minister and the Financial Assistant to assist the local Jesuits, house guests, student recipients of Jesuit scholarships and grants, as well as the community staff. Because of the Assistant's close relationship to the Jesuits, the position requires a commitment to uphold the mission and identity of the Society of Jesus, Jesuits West, and Santa Clara University. This reality further demands comfort working in an environment shaped by Roman Catholic faith and the practices of the Society of Jesus.

Essential Responsibilities

A. Administrative assistance for the Rector

B. Management and/or coordinating the Jesuit Residence Reception Desk

C. Management of the Alberto Hurtado, S.J. Scholarship Program for SCU students

D. Collaboration with the Community Minister in administrative matters

E. Other responsibilities

A. Administrative Assistance for the Rector

1. Develop and maintain effective relationships with appropriate university and outside the university constituencies.

2. Respond to telephone and visitor inquiries regarding the Rector's office and the Jesuit community in general.

3. Assist the Rector with the upkeep of his calendar, appointments, and commitments. Be the contract person regarding his engagements when he is not available.

4. Develop electronic presentations in Power-Point and other media for the Rector when and if the need arises.

5. Report to the Rector about the wellbeing of Hurtado Scholars regarding their personal, academic, and financial progress.

6. Supervise the Community's web page and university directory by keeping information and images updated.

B. Management of Community Reception Desk

1. Coordinate Hurtado student front desk workers every quarter by developing a schedule. Hire student employees when Hurtado students are not available-i.e., vacation times.

2. Train student workers in their front desk tasks and inform them of the protocol policies I the house regarding proper behavior, dress, and decorum.

3. Respond to phone calls directed to the front desk regarding availability of Jesuits, cemetery and Mission Church issues, campus events, etc. Be able to direct them to the right person.

C. Coordination of the Alberto Hurtado, S.J. Scholarship Program

1. The Administrative Assistant will take charge of the day-to-day running of the Hurtado Scholarship Program in its administrative, financial, and operational running.

2. Coordinate the Jesuit allocated funds with the university Finance Office for the proper distribution of money according to the established protocols.

3. Coordinate with the Rector, Jesuits, and the University office of Admissions the interview and selection of the Hurtado Scholars every year. Typically, 4 scholarships.

4. Meet with Hurtado Scholars on a regular basis (at least once per quarter) to develop open lines of communication regarding personal and professional matters.

5. Coordinate with the Admissions Office, Academic Support Services, LEAD Scholars program, Housing & Residence Life, and Financial Aid to support Scholars as needed.

6. Organize the annual Scholarship Retreat, quarterly check-ins and other community-building activities with Campus Ministry, LEAD Scholars Program and other campus partners.

7. Engage in training and maintain updated knowledge on the experience of undocumented/DACA students, and current state and national policies that impact them.

D. Responsibilities in collaboration with the University Administration

1. Attend HR meetings and training sessions as mandated by the university. Be willing to improve in those areas of technology where it becomes necessary through workshops.

2. Assist with Jesuit residents with basic technology needs.

3. Be willing to collaborate with University Telecommunications (IT) to maintain community phone and data lines.

4. Assist the Minister in evaluating, managing, and scheduling maintenance for equipment in the workroom, furnishings, exercise machines, laundry.

E. Other Responsibilities

1. Be willing to assist community members on the onboarding process for campus services, driving and ecclesiastical licenses.

Qualifications

Required

1. Bachelor's degree preferred or higher.

2.. 2-4 years of directly related experience as an administrative assistant or an equivalent combination of college education and experience.

3. Demonstrated experience with, and sensitivity toward, the religious works of the Jesuit Community and an understanding of the values and ideals of Jesuit education and Catholic religious life.

4. Ability to maintain appropriate decorum working inside a community of men living under Roman Catholic religious vows.

5. Ability to manage legally complex student-life and financial-aid issues and similar experience mentoring affected students regarding academic and financial matters.

6. Proven skills in serving diverse age groups, including elderly as well as college-aged persons.

7. Familiarity with Windows, the Google platform and Microsoft Office.

8. Ability to exercise judgment and maintain confidentiality on a wide spectrum of topics and issues that require discretion.

9. Excellent levels of interpersonal, written, and oral communication skills; ability to work comfortably with other University administrators, faculty, staff, and students.

10. Strong organizational skills with ability to handle multiple tasks.

11. Team-oriented individual with willingness to take initiative and be flexible.

12. Strong commitment to excellent and courteous customer service and human care.

Preferred

1. Awareness of the socio-political issues involving people/students without documentation.

2. Direct personal experience with under-represented cultures.

3. Eagerness to be open and visionary in working with others.

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/Administrative-Assistant-for-Community-Administration-and-Hurtado-Program-Coordinator_R6039