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Administrative Coordinator

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Posting Details

Position Information

Position Title Administrative Coordinator
Department Office of Communication & Mktg
Fixed Term End Date
Part Year No
Part Year Months
FLSA Status Non-Exempt
Standard Hours (hours per week)

40

Position Summary Information

Position Purpose

Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master’s, Ph.D., and law degrees.

Distinguished by its high student-retention rate, and ranked second among all master’s universities in the West by U.S. News and World Report, Santa Clara University is California’s oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.

University Relations, composed of the Development Office, Alumni Relations, and the University Marketing & Communications, builds Santa Clara University’s excellence and character by strengthening relations with alumni, parents, and friends of the University, raising public awareness, and increasing private philanthropy, which supports the University’s growth and reputation.

University Marketing & Communications (UMC) is tasked with strategically sharing Santa Clara University stories throughout popular media, increasing the university’s visibility, enhancing its reputation, and demonstrating its unique value among our key audiences.

The Administrative Coordinator is a skilled, highly motivated, very organized individual that provides full-range of administrative support and assistance to the Associate Vice President, University Marketing & Communications (AVP) and provides general programmatic support for UMC’s projects, workflow and production processes and administrative support for the department.

Essential Duties and Responsibilities

1. Support for AVP:

a. Provide advanced, diversified and confidential administrative support to the AVP.
b. Responsible for complex calendar management including scheduling and logistics of meetings and events; coordinate and schedule activities with other executive-level administrative staff supporting the President, Provost, Vice Presidents and other campus administrators. Independently prioritize calendar activity requests and effectively and respectively coordinate with a range of individuals.
c. Proactively manage materials and information related to the AVP’s schedule and provide relevant information and materials in advance of meetings.
d. Assist AVP with various meetings and activities, including preparation, meeting arrangements, correspondence, presentations and minutes.
e. Prepare and edit correspondence, communications, presentations and other documents for review and signature of AVP. Monitor, respond to and distribute incoming communications as appropriate.
f. Prepare and reconcile all reimbursements and payment requests according to University policies and procedures.
g. Assist the AVP with special strategic projects and participate in assigned special projects as required.
h. Handle confidential and sensitive information.
i. Perform other responsibilities and special projects, including support of targeted events, as needed or assigned to support the AVP and UMC.

2. Support for UMC:

a. Administers financial logistics of UMC:
1) Timely processing of requests and quick vouchers.
2) Payments.
3) Budget/expense transfers.
4) Contracts.
5) CashNet deposits.
b. Maintain and administer vendor, freelancer and other external resources accounts.
c. Initiate, process and finalize all Independent Contractor agreements for UMC. Work with SCU’s Accounts Payable and Legal Counsel to process Independent Contractors Request Forms and required paperwork, IC agreements, professional, consulting and master agreements, and statements of work.
d. Coordinate office management in conjunction with Administrative Services Department:
1) Day-to-day management and maintenance of office.
2) Manage incoming and outgoing mailings.
3) Administration of UMC student workers.
e. Organize internal and external UMC events and activities.

The diversity of workload requires leadership, flexibility, confidence, efficiency, attention to detail, accuracy, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments. This position also requires tact, diplomacy and a high level of confidentiality in dealing with members of the University community.

Provides Work Direction

This position may provide work direction for student workers.

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.

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.
1. Considerable time is spent at a desk using a computer terminal.
2. May be required to travel to other buildings on the campus.
3. May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
4. May be required to occasionally travel to outside customers, vendors or suppliers.
5. May at times require physical labor.

Work Environment

1. Typical office environment
2. Mostly indoor office environment
3. Offices with equipment noise
4. Offices with frequent interruptions

Knowledge

a. Understanding and appreciation of the vision and values of a Jesuit Catholic educational mission.
b. Knowledge of higher education marketing and communication practices.
c. Knowledge of PC and MAC Systems.
d. Knowledge of Adobe CS a plus.
e. Proven budgeting, purchasing and contracting experience.
f. Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.
g. Ability to produce well written materials, with attention to accuracy, grammar and messaging.
h. Experience providing exemplary customer service to internal and external clients.

Skills

a. Must be a goal-oriented and exceedingly well organized individual who can demonstrate accountability, initiative, creativity and focus in a rapidly changing and intellectually stimulating environment.
b. Exceptional verbal, writing, and project management skills.
c. Expert planning, coordination and organizational skills, including skill to manage numerous projects simultaneously.
d. Excellent computer skills; proficiency in using advanced functions of Word, Excel, PowerPoint, Google products (i.e., Google docs, Gmail, etc.) database and web resources.

Abilities

a. Demonstrated ability to establish credibility with broad and diverse constituencies within a complex organization based upon integrity, critical thinking, outstanding operational performance, customer service orientation and excellent interpersonal skills.
b. Demonstrated sound judgment in situations requiring independent decision-making and in handling highly confidential and sensitive material.
c. Demonstrated ability to manage time and workload to multitask and achieve goals in a deadline-driven environment while maintaining strong attention to detail.
d. Ability to take initiative, present options, and anticipate outcomes; to work with both urgency and calm; the ability to juggle multiple projects simultaneously; flexibility; and comfort working in a fast-paced and changing environment.

Education and/or Experience

a. Bachelor’s degree

b. Minimum of four years of professional experience in an administrative function, preferably in a higher education institution or marketing firm. Experience in project management/coordination preferred.

Salary Information $23.69 - $27.23 hourly; commensurate with experience

Posting Detail Information

Close Date
Open Until Filled Yes
Special Instructions to Applicants
EEO Statement

Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, status as a protected veteran, status as a qualified individual with a disability, or other protected category in accordance with applicable law. The University will provide reasonable accommodations to individuals with a disability.

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.

About Santa Clara University

Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master’s, Ph.D., and law degrees.

Santa Clara University does not sponsor work visas for staff positions. If hired, individuals must independently provide proof of their eligibility to work in the United States.

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • SCU Website
    • SCU: University Promotion/Transfer
    • Periodical
    • SCU Employee
    • Conference
    • Assoc of Jesuit Colleges & Universities
    • CAL Jobs
    • HigherEd Jobs
    • Indeed
    • Twitter
    • Facebook
    • LinkedIn
    • CareerArc Networks
    • Handshake
    • Other
  2. * Are you a current SCU employee?
    • Yes
    • No
  3. * Are you legally eligible to work in the United States?
    • Yes
    • No
  4. * What is the highest level of education that you have completed?
    • High School Diploma
    • Professional Certificate
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • JD
    • PhD
  5. * Do you have a minimum of 4 years related experience?
    • YES
    • NO

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents