Administrative Associate

Administrative Associate

The Administrative Associate, Student and Community Formation at the Jesuit School of Theology of Santa Clara University (JST-SCU) provides operational and logistical support, event coordination, data management, and student communication facilitation.

The Administrative Associate will contribute to the effective operation of the Office of Student and Community Life, working diligently on day-to-day administrative duties, addressing individual student queries, collaborating with student employees, and ensuring the smooth functioning of the office.

This role facilitates the connection between various internal departments and external parties, and is an important support for the formation of theological leaders. This position is vital in its forward facing ministry to all our students and in its support to co-create a dynamic, synodal JST-SCU community.

This position is ideal for an organized, ministry-oriented individual who thrives in engaging, diverse and reflective environments as part of a team whose mission is to cultivate a vibrant, flourishing student community in support of the JST-SCU strategic plan En Camino.

This includes managing the flow of information, handling program hospitality and logistics, coordinating student worker projects, and supporting administrative organization, marketing, and data tracking for ongoing school-wide programming.

This is a full-time, non-exempt (hourly), position reporting directly to the Assistant Dean, Student and Community Life.

Essential Duties and Responsibilities

• Organize Student & Community Life convenings such as International Student Week, New Student Orientation, cultural celebrations, wellness events and community meals, managing food orders, coordinating environment, facilitating student engagement and leading setup and cleanup.
• Provide collaborative partnership to JST-SCU programming such as Laudato Si Symposium, Annual Talent Show, Thea Bowman Lecture, Commencement, etc.
• Coordinate resources and information sharing for student support services.
• Facilitate various school-wide Google and LiveWhale calendars.
• Administer rooms and setups for events and handle logistics for catering.
• Oversee maintenance of communication tools in reception and lounge areas, ensuring publicizing of events in accordance with Student & Community Life policies regarding posting of flyers.

Materials Coordination

• Provide administrative, note-taking and editing management of varying communication mediums which provide resources, information and support to the JST-SCU Student Body and community at large. Including but not limited to:
• Weekly JST Magis email newsletter, JST Student Life Handbook, JST Moodle Courses (JST Prepare, JST Student Support Services), JST Orientation Materials, Student Email Groups, Liturgical Celebration flyers/worship aids, Promotional flyers, Program and Department evaluations/surveys, Career Connection website and other materials as needed.

Administrative Support

• In Workday Financials, execute financial operations and transactions (procurement, contract requests, expense reconciliation). As requested, pull monthly Budget vs. Actual reports and track on expenses, and make check/reimbursement requests. Prepare Independent Contractor Agreements. Coordinate payment of contractors.
• Publish and distribute JST Student Directory and assist with website and Moodle updates.
• Distribute SCU Student ID cards, coordinating with SCU Access Office.
• Maintain referral information regarding Student Health Insurance Program, Student Support Services, Basic Needs Resources and participate in the JST Care Team, as requested.
• Support student access to JST-SCU systems and tools by providing referrals to various resources such as JST Registrar, SCU Technology Help Desk, OneStop Office, Human Resources.
• Review and answer emails (JST Magis, JSTStudentLife, JSTCareerServices, JSTFrontDesk), and respond to general inquiries and needs.
• Work in conjunction with the Hospitality and Operations Team to support coverage of the front desk, maintain supplies/subscriptions for programs and liturgical celebrations, coordinate kitchen use, coffee/tea station and hospitality resources.
• Prepare a roster and oversee the Title IX course registration and fulfillment through Everfi.
• Keep minutes for official Student Life Committee meetings and other meetings, as requested.
• Support Assistant Dean of Student and Community Life with logistics in overseeing lay intentional community.
• Coordinate the scheduling of International Student Week and New Student Orientation activities, assisting with Orientation planning and with communications to new students.
• Perform other tasks and projects as assigned by Assistant Dean of Student and Community Life.

Other duties as assigned.

Provides Work Direction

Not applicable

General Guidelines

• Collaborates on student and community focused initiatives and implements changes to improve quality and services.
• Maintains contact with various community constituents and solicits feedback for improved services.
• Maximizes productivity through use of appropriate tools; participates in planned training and performance initiatives.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
• 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.
• Develops and implements guidelines to support the functions of the unit.

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.

Knowledge

• Excellent technical skills including proficiency with Microsoft Office (Word, PowerPoint, Publisher), Google Workspace (Gmail, Google docs, Google Calendar and other Google apps), Adobe Acrobat, other scheduling or electronic mail applications; knowledge of or capacity to master Workday for expense reporting and budget tracking; facility in mastering new applications.
• Experience with or capacity to learn T4 website platform, Live Whale, Moodle, Qualtrics surveys and date, and other applications.
• Knowledge of creative marketing techniques, event planning processes and time management skills.
• Understanding and supportive of the values and ideals of Jesuit education.
• Knowledge of the Jesuit School of Theology of Santa Clara University preferred.
• Knowledge of the process of graduate theological and ministerial formation preferred.
• Knowledge of graduate student affairs preferred.

Skills

• Skill in handling multiple tasks simultaneously, ensuring follow-through, prioritizing ongoing tasks and projects, and being flexible and responsive to unexpected shifts in workflow.
• Demonstrated knowledge and skills in critical thinking and problem solving, decision making processes, and project management.
• Experience and interest in providing student centered services to a diverse student body.
• Outstanding organizational and project management skills and data management acuity.
• Excellent interpersonal and verbal/written communication skills.
• Proficiency with computer applications, particularly fiscal, organizational and communication based.

Abilities

• Ability to work independently and collaboratively, with flexibility, as part of a robust student-focused team.
• Demonstrated ability to prioritize tasks and meet deadlines while maintaining attention to detail, organizing projects from inception to completion.
• Demonstrated ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
• Ministerial and pastoral spirit that values flexibility, adaptability and a willingness to respond spontaneously when opportunities arise.
• Demonstrated ability to relate well to an international student community as well as with faculty and staff in higher education settings.
• Ability to lead and offer support to colleagues and student staff.
• Demonstrated ability to maintain confidentiality and to handle sensitive matters with judgment, tact, and diplomacy.
• Ability to work evenings and weekends as required by programmatic responsibilities.
• Ability and experience working within a faith-based, inclusive environment.
• Creative mindset, openness to change and enthusiasm for collaborative program development.
• Excellent judgment, collaborative nature, and desire to grow and learn.
• Valid U.S. Driver's License.

Education

Bachelor's degree preferred.

Years of Experience

At least three years of administrative