FULL-TIME ADMINISTRATIVE PROFESSIONAL

Administrative Associate
Under the general direction of the Vice Provost for Student Life, the Administrative Associate provides comprehensive executive-level administrative and operational support for the Office of Vice Provost for Student Life. Serving as the primary administrative contact for the office, this position manages complex scheduling, communications, financial and administrative processes, event coordination, and office operations while handling confidential information with discretion and professionalism. This position is a full-time, fully in-person position.
Provide comprehensive executive-level administrative support to the Vice Provost for Student Life
Serve as the primary administrative liaison for the office, handling sensitive and confidential information with professionalism and discretion.
Screen telephone calls, visitors, mail, and email inquiries, responding appropriately or directing inquiries to the appropriate offices.
Draft, edit, proofread, and distribute correspondence, reports, presentations, and other business documents.
Develop, maintain, and improve office filing systems, records management processes, and administrative procedures.
Independently manage special projects from initiation through completion while meeting established deadlines.
Maintain division phone directories and other administrative resources.
Support creation of presentations, briefing materials, and other documents as required.
Conduct research, compile information, and prepare briefing materials and presentations.
Organize team-building and division-wide events.
Office Operations
Oversee daily administrative operations of the Vice Provost's Office
Coordinate office equipment maintenance, technology support requests, and office supply procurement.
Manage the departmental print/copier room, including basic equipment maintenance, supply ordering, and departmental staff additions to the system.
Supervise student assistants, including hiring, training, scheduling, and assigning work as needed, if hired for the department.
Financial Administration
Support the administration of the Vice Provost's operating budget.
Process invoices, purchase orders, reimbursements, and other financial transactions in collaboration with the finance team.
Manage all record keeping online to maintain a paperless office environment.
Coordinate Travel, Events, and Meetings
Arrange domestic and, when applicable, international travel, including registration, transportation, lodging, itineraries, and expense reconciliation for the Vice Provost for Student Life.
Prepare meeting agendas, background materials, minutes, and follow-up documentation, as needed.
Manage all event logistics, including scheduling, room reservations, catering, equipment setup, and communications with campus partners.
Organize division-wide meetings, professional development programs, team-building activities, recognition events, and annual celebrations, including Senior Toast and Student Study Breaks.
Foster collaboration across departments by providing administrative support for divisional initiatives and strategic projects.
Contribute to continuous process improvement efforts that enhance operational efficiency and customer service.
Supervise student assistants, including recruitment, onboarding, training, scheduling, performance oversight, and task assignment.
Recommends initiatives and implements changes to improve quality and services.
Maintains effective working relationships with colleagues, students, faculty, administrators, and external partners.
planned training and performance initiatives.
informs supervisor of project status; Develops and implements guidelines to support the functions of the unit.
Ensures high professional standards, attention to detail, and consistent customer service and professionalism.
This position is a full-time, fully in-person position. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
Experience working in higher education or another complex organizational environment is preferred.
Understanding and support of the Jesuit tradition of education and a commitment to the fundamental values of service to others, community, and diversity, as well as a commitment to and demonstration of skills, knowledge, and awareness to serve the unique needs of the diverse campus community of Santa Clara University.
Understanding and support of the University's values of service, community, social justice, and care for the whole person.
Proficiency in Google Workspace (Gmail, Calendar, Google Docs, Sheets, Forms, Slides), Microsoft Office Suite (Word, Excel, PowerPoint), Qualtrics, and Canva.
Experience using enterprise financial and human resources systems; Workday experience preferred.
Experience using room scheduling and event management software; Proficiency using both Windows and Mac operating systems required.
Strong organizational, planning, and project coordination abilities.
Professional, customer service-oriented individual.
Education
~ A Bachelor's degree is preferred.

At least three years of progressively responsible administrative or executive support experience, preferably supporting senior leadership in higher education, nonprofit, or corporate environments.

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.
Required to travel to other buildings on the campus occasionally using a dolly/wagon to transport items.
May be required to attend conference and training sessions within the Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers
Santa Clara University