Executive Assistant Inclusive Excellence Division

Position Title:

Position Type:

Hiring Range:

$33.77 $41.06/hr; Compensation will be based on education experience skills relevant to the role and internal equity.

Pay Frequency:

POSITION PURPOSE

Reporting to the Vice President (VP) for Inclusive Excellence (IE) the Executive Assistant (EA) is a fulltime 1.0 FTE) position responsible for the full range of executive and administrative support required by the VP. This key support position will work closely with the VP to ensure their daily workflow needs are effectively organized and efficiently delivered. The successful incumbent in this role will demonstrate a trackrecord for the timely completion of delegated and selfgenerated tasks clear communication keen attention to detail and an emphasis on excellent service. This role will serve as a liaison between the VP and other stakeholdersboth internal and externaland must therefore be able to work independently with little supervision exercise good judgment apply discretion and maintain confidentiality.

The mission of the IE division at Santa Clara University (SCU) is to empower and equip SCU community members university units and campus partners with the education and skillsets to prioritize and incorporate equity and belonging into every aspect of living working and learning at SCU. Led by the VP for IE the IE division is comprised of seven units: Office of Equality Opportunity and Title IX LEAD Scholars Program Office of Accessible Education Office for Diversity and Inclusion Office for Multicultural Learning Office of the Ombuds and the Multicultural Center.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Support and Administrative Functions 25

• Effectively manage the VPs calendar including scheduling and screening appointments meetings and events.

• Adapt & align VPs calendar with emergent and ongoing priorities deadlines and needs as indicated by the VP

• Prepare compile and manage background materials and information for internal and external appointments and meetings; ensure materials are timely current and available in advance of meetings.

• Serve as a liaison between the VP and other internal staff or external community members coordinating resolutions to issues problems and complaints as appropriate.

• Coordinate travel and accommodation arrangements as needed.

• Maintain appropriate filing systems to ensure organization and quick retrieval of information.

• Routinely handle confidential and sensitive information with diligence and discretion.

Budget & Fiscal Management 20

• Execute routine financial transactions and prepare financial reports according to university policies and procedures

• Manage VPs corporate travel and purchasing card expenses reconciliations

Front Desk and Office Management 15

• Create a welcoming atmosphere for guests and visors making them feel valued and comfortable.

• Respond to and manage inquiries from the public and campus community members as it is received (i.e. respond to inquiries record and route messages route requests to appropriate individuals etc..

• Address and resolve issues or complaints with a positive and solutionoriented approach.

• Answer and appropriately direct incoming phone calls promptly and courteously.

• Manage the reception area ensuring it is clean organized and presentable.

• Oversee and maintain equipment and supplies inventory for the VPs office and reception area

• Manage and schedule conference rooms within the VPs purview ensuring they are clean organized and appropriately set up for meeting needs.

• Continuously monitor and evaluate the efficiency and effectiveness of front desk operations; identify recommend and implement opportunities for improvement.

Meetings and Events Coordination 25

• Plan coordinate and staff events and meetings hosted by the VP; responsibilities include but are not limited to scheduling venues tech support food and beverage service and other related logistics; ensure adherence to established timeline and budget.

• Act as recording secretary for committees and select meetings as assigned; responsibilities include but are not limited to recording meeting conversations preparing minutes and drafting executive summaries.

• Coordinate Truth Racial Healing and Transformation (TRHT) meeting scheduling correspondence and administrative support efforts

• Coordinate American Association of Jesuit Colleges and Universities meeting scheduling correspondence and administrative support efforts on behalf of Santa Clara University

Communication Support 10

• Update and maintain IE Division Website content in coordination with AVP

• Conduct research assemble and analyze information to draft correspondence reports and presentations.

• Perform word processing photocopying faxing drafting and proofreading correspondence reports and other materials.

Other duties as assigned 5

• Work with VP on special projects as needed or assigned to support the IE Division generally

PROVIDES WORK DIRECTION

• May supervise student assistants

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.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment and to promote and contribute to an inclusive and respectful workplace.

Knowledge

• Strong understanding of Santa Clara Universitys Catholic identity and Jesuit educational mission and a commitment to further its vision mission and values.

• Strong understanding of inclusive excellence principles and ideals.

• Experience in developing communications and handling sensitive and confidential correspondence.

• Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.

• Ability to produce well written materials with attention to accuracy grammar and messaging.

• Experience providing exemplary customer service to internal and external visitors.

Skills

• Excellent planning organizational and time management skills

• Excellent writing editing and communication skills

• Excellent interpersonal skills

• High degree of proficiency with Microsoft Office and Google Workspace Apps

• Professional customer serviceoriented demeanor

• Diplomacy and tact

• Team oriented with a willingness to take initiative and be flexible

• A thoughtful listener strategic thinker and strong communicator

• Attention to detail

Abilities

• Demonstrated desire and capacity for critical thinking problemsolving and generating creative solutions in dynamic organizational settings.

• Acumen to handle complex situations and multiple responsibilities simultaneously; ability to prioritize tasks for long term projects with the urgency of immediate demands on operations

• Agility and inclination to advance complex projects and solve problems collaboratively coupled with the willingness to act resourcefully authoritatively and resolutely

• Demonstrated ability to prioritize meet deadlines and maintain a high level of performance

• Demonstrated ability to maintain a high degree of confidentiality and use discretion

• Demonstrated commitment to delivering exceptional customer service.

• Demonstrated ability to work as part of an office team

• Ability to comfortably interface with Jesuit Community Board of Trustees senior leadership campus departments faculty nonprofit community industry executives/CEOs

• Ability to establish credibility with broad and diverse constituencies within a complex organization

Education and/or Experience

• Bachelors Degree required or equivalent jobrelevant experience

• Minimum of 35 years of experience at the Executive Assistant Project Manager Office Manager General Manager Human Resources Manager level preferred; or combination of experience and education.

• Experience in an academic/higher education setting preferred

PHYSICAL DEMANDS

• 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 outofstate locations.

• May be required to occasionally travel to outside customers vendors or suppliers.

G. WORK ENVIRONMENT

• Typical office environment.

• Mostly indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.

EEO Statement

Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara Universitys equal opportunity and nondiscrimination policies see 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 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. 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 andand request to speak to Indu Ahluwalia by phone ator by email at

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.