The Senior Administrative Assistant is responsible for providing support to the Dean of the Jesuit School of Theology in Berkeley, CA. The Senior Administrative Assistant manages the flow of information through the Office, handles program logistics, liasons with the JST board, and oversees student workers.
Essential Duties and Responsibilities
1. Administrative Support to Dean
Schedule and arrange meetings for the Dean
Offer support to the faculty as needed
Coordinate office calendar, website calendars, Google event calendar
Answer telephones, greet visitors, respond to requests for information and make referrals as appropriate
Maintain confidential files and records
Manage correspondence, including sorting and distribution of mail
Work with Business Office to account for expenses incurred, submit invoices for payment
Manage student worker schedules, workflow and timesheets
Manage Dean's interactions with various external parties
Represent Dean at specified meetings
Administrative support to Dean's Cabinet
2. Liaison Responsibilities
Schedule meetings of various committees, groups, and task forces of the Board
Schedule and coordinate Board of Directors orientation and regular meetings (3 per year) with SCU President's office
Manage travel/lodging/transportation requests
Plan and coordinate Dean's office events (meals, room scheduling/setup)
Assemble Board meeting packets
3. General Administrative Support Schoolwide
Keep official records for JST governance committees, particularly Academic Council, Appointment Rank and Tenure, and Statutes and Curricula; support dean and faculty with scheduling, agendas and minutes.
Coordinate the visa applications with the SCU Global Engagement Office for faculty and scholars visiting from outside the US.
Organize filing of Vatican Triennial Report (every 5 years) and maintain official records.
Provide occasional one-on-one technology support (software, peripherals, hardware) to various faculty and staff
Disseminate information electronically to faculty/staff as needed
Order and maintain office supplies for Dean's office
Complete pickup and delivery of items in Berkeley and Santa Clara as needed
4. Special Projects and Other duties
Assist with accreditation processes
Assist with and/or lead special projects as assigned by the Dean
Other duties as assigned.
Provides Work Direction
Provide work direction to student workers
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.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
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.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.
An informed perspective on the nature of American Theological Society institutions and the differences among the various degrees accredited by the ATS , or the ability to learn quickly
An understanding of and commitment to the vision, mission and strategic plan of JST - SCU as a Jesuit, Catholic institution, and willingness to model institutional values
Excellent track record of administrative, organizational and calendar management skills
Proficiency with PCA , including Word, Excel, PowerPoint
Excellent oral and written communications skills
Collaborative work ethic with others at the school
Welcoming demeanor for visitors
Excellent telephone skills
Ability to work independently and exercise sound judgment
Ability to establish and maintain effective working relationships with faculty, administrators and staff in different areas as well as with students and alumni
Ability to maintain confidentiality and to handle sensitive matters with judgment, tact, and diplomacy
Ability to work well with a diverse population, including with students and faculty from other countries
Ability to work under pressure and prioritize and manage multiple projects and tasks
Education and/or Experience
Bachelor's degree preferred
Minimum of three years of administrative work experience. Preference for experience in higher education setting
$20.65 - $23.74 hourly, commensurate with experience
Internal Number: STF000962
About Santa Clara University
Santa Clara University, a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offers its more than 8,000 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees. Distinguished nationally by the fourth-highest graduation rate among all U.S. master's universities, California's oldest operating higher-education institution demonstrates faith-inspired values of ethics and social justice.