Administrative Assistant

$20.72 - $22.79 hourly

POSITION PURPOSE:

This position is responsible for the general administrative support and office management for the Student Organization Finance and Administration Office within the Center for Student Involvement. The primary purpose of this temporary position is to assist with the Reimbursement Process Vendor Payment Request Petty Cash Advance Request and other related processes related to financial transactions and event support for chartered student organizations (CSOs) and registered student organizations (RSOs).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

General Office Responsibilities

• Actively and collaboratively support the mission goals and initiatives of the Student Organization Finance and Administrative Office within the Center for Student Involvement.

• Perform general office and clerical functions such as but not limited to:

  • Greet students staff faculty and visitors.

  • Answer phones and record phone messages.

  • File and track reimbursement requests.

  • Maintain all office forms.

  • Open and close the office as needed.

• Monitor and purchase as necessary office supplies technology supplies and event supplies.

• Create maintain and update Google documents sheets and forms as needed.

• Attend scheduled staff meetings.

Financial Responsibilities

• Work within established university financial policies and procedures.

• Assist with Reimbursement Process Vendor Payment Request Petty Cash Advance Request and other related processes related to financial transactions and event support for CSOs and RSOs.

• Initiate and process forms such as purchase orders requisitions travel forms printing requests and travel expense reimbursements.

• Assist Senior Administrative Assistant with reconciling monthly statements and maintaining proper receipts and records.

• Under the supervision of the director assist with managing and monitoring budgets for all the student organizations.

• Assist with creating Workday reports and reconciliation as appropriate.

• Perform routine financial practices such as but not limited to:

  • Process FTAR (fund transfer) reports.

  • Post cash collection reports and receipts.

  • Provide assistance with reconciling/resolving financial discrepancy and disputes of permit credit card transactions

  • Process payment vouchers.

  • Create supplier invoice requests.

QUALIFICATIONS:

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment. The ideal candidate is service oriented has strong situational awareness and is respectful and adaptable. Candidates must demonstrate: skills in establishing and maintaining cooperative working relationships with department members and the campus community; a strong commitment to cultural gender racial and other aspects of diversity; and ethics and integrity.

• Commitment to understand and support Santa Clara Universitys distinctive Jesuit tradition and educational vision and willingness to model institutional values of service to others community and diversity.

• Commitment to understand support and model the values of a Jesuit Catholic university

• Santa Clara University is committed to Inclusive Excellence therefore it is vital all candidates seeking employment be committed to and demonstrate skills knowledge and awareness to serve the unique needs of our diverse campus community.

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 will be spent in a reception area at a desk using a computer terminal.

• May be required to travel to other buildings on the campus occasionally
  

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 an indoor office environment.

• Offices with equipment noise.

KNOWLEDGE:

• Experience in higher education is preferred.

• Demonstrated ability to use technology in facilitating and improving the payment and reimbursement process.

• Demonstrated knowledge in addressing the needs of a diverse student population.

SKILLS:

• Demonstrated ability to communicate effectively in both written and verbal form with a variety of people including students and staff.

• Experience with spreadsheets and database applications required experience with Gmail Excel Google docs and Workday Financial application is preferred

• Demonstrated skills in establishing a friendly front office environment.

ABILITIES:

• Ability to interact effectively with diverse constituencies and maintain confidentiality when required.

• Ability to work well both individually and as a part of a team in a collegial respectful and professional manner.

• Ability to maintain confidentiality.

• Demonstrated interest and commitment to the Jesuit tradition of education and a commitment to the fundamental values of service to others community.

• A commitment to and demonstrated skills knowledge and awareness to serve the unique needs of the diverse campus community.

• Eager to learn.

• Must adapt to the pace of the work environment.

• Customer service-oriented individual.

• High school diploma required. Bachelors degree preferred.

• Relevant experience in administrative support roles in student services-related fields preferred.

Nothing in this position description restricts managements right to assign or reassign duties and responsibilities to this position at any time.

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws regulations and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara Universitys equal opportunity and nondiscrimination policies see Statement

The health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.

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.

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 Information about Section 504 and the ADA Coordinator can be found at

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 and and request to speak to Indu Ahluwalia by phone at or by email at