Senior Administrative Assistant

Position Title:

Position Type:

Hiring Range:

$25.05 - $30.05 /hour; Compensation will be based on education experience skills relevant to the role and internal equity.

Pay Frequency:

A. POSITION PURPOSE

The Senior Administrative Assistant under the supervision of the Director Access & Property Management is to provide administrative support for ACCESS Office operations: this may include assisting with paying invoices office management and being the first point of contact in the ACCESS Office.

The work of the Senior Administrative Assistant has a strong emphasis on customer service issue resolution and is the staff member who will be integral to the team in order to ensure all operations are managed in a timely and seamless manner. An ideal candidate for this position is a strong team player problem solver thrives in a lively work environment and has a passion to be in service with others.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

Customer Service

• Main point of contact for internal and external ACCESS Office customers

• Receive and direct all general calls and emails for ACCESS Office

• Greet all guests students contractors general visitors to the ACCESS Office

• 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 is needed or requested

• May provide support to the management of access plans for residence halls. This includes setting up plans with appropriate door time and access parameters.

• Adhere to security policies as it relates to Payment Card Industry (PCI) Human Resources data and Student rights (FERPA).

• Perform activities to ensure Windows operating environment meets customer and SCU Information Services expectations.

• May provide support with the ACCESS Office application systems: including Point-of-Sale (POS) Security Web Financial Transact campus system and other 3rd party enterprise applications (SALTO Systems Cloud POS etc.).

• Recruit train schedule and supervise 7 10 student workers

• Participate in and present at Orientation programs

• Update and maintain promotional materials for the ACCESS Office display screens

• Update and maintain the ACCESS Office website

• Process deposits to stored value accounts

• Serves as liaison to students faculty/staff parents affiliates and University business partners for the SCU ACCESS credential program.

• Performs the appropriate steps related to the specific guidelines and procedures of the SCU ACCESS credential office.

• Possess an understanding of all university policies and procedures related to the operation of the SCU ACCESS credential office.

Administrative Support

• Receive sort and distribute mail

• 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

• Perform daily administrative system and customer service closing processes

• Maintain multiple directories and lists - examples include shared calendars office staff contact list etc.

• Update frequently used forms and related Actions/Email triggers in Qualtrics as needed

• Assist processing invoices as needed

• Assist with data entry running reports and electronic filing

• Additional duties as required

Access Control

• Assist with encoding cards for keyless locking systems (Onity and Salto)

• Load Onity and Salto programmers as needed

• Perform initial troubleshooting when locks or users credentials are not working

Other duties as assigned

C. PROVIDES WORK DIRECTION

Recruit train schedule and supervise 7-10 student workers

D. GENERAL GUIDELINES

• Recommends initiatives and implements changes to improve quality and services.

• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

• Maintains contact with customers and solicits feedback for improved services.

• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.

• Researches and develops resources that create timely and efficient workflow.

• Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness accuracy and timeliness of all operational functions.

• Prepares and submits reports as requested and required.

• Develops and implements guidelines to support the functions of the unit.

E. 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.

1. Knowledge Skills Abilities

• 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

• 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 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.

• Demonstrated written and oral skills required; ability to deal with people at all levels highlighted by a service-oriented attitude

• Self-starter with the ability to identify problems formulate solutions and be able follow-through to successfully complete all the problem-solving tasks

• Ability to respond quickly to changing needs and requirements along with the ability to adjust and re-evaluate priorities to accommodate the demands of the system users all in a limited timeframe

• Must be able to proofread and be proficient in the English language including grammar syntax spelling punctuation and composition. Accuracy in standard business math calculations is also required

• Ability to work effectively in team-oriented environments

• Experience working in a mission critical data center preferred

2. Education

• High School diploma required

• Bachelors Degree preferred

3. Years of Experience

• Minimum of two to four years of experience in customer service and administrative support preferably in higher education environment

F. 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 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.

G. WORK ENVIRONMENT

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

• Mostly indoor office environment

• Offices with equipment noise.

• Frequent interruptions.

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.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race color ethnicity national origin citizenship ancestry religion age sex sexual orientation gender gender expression gender identity marital status parental status veteran or military status physical or mental disability medical conditions pregnancy or related conditions reproductive health decision making or any other characteristic protected by federal state or local laws. For a complete copy of Santa Clara Universitys equal opportunity and nondiscrimination policies please visit the Office of Equal Opportunity and Title IX website at 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 visit the Campus Safety Serviceswebsite. 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

Consistent with its obligations under the law Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team ator by phone at .