Dean's Office Senior Administrative Assistant at Santa Clara University in Santa Clara, CA

Job description

Position Title: Dean's Office Senior Administrative Assistant Position Type: Regular Hiring Range: $25.05 - $30.05/per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity. Pay Frequency: Hourly A. POSITION PURPOSE This position reports to the Assistant Director of Administration. The purpose of this position is to support the administrative operations of the School of Engineering Dean’s Office and coordinate event logistics. B. ESSENTIAL DUTIES AND RESPONSIBILITIES Provide administrative support to the Dean's office team and backup administrative support to other School of Engineering units, as needed. Serve as a point of contact for faculty, staff, students, and external constituencies. Respond to inquiries and provide accurate and timely verbal and/or written information, data, forms, and other administrative resources, as appropriate. Coordinate and maintain Dean’s Office calendar of events, including workshops, speakers, symposiums, conferences, and other School events. Maintain and update a centralized repository of School of Engineering policies, procedures, and administrative resources to ensure information is current and accessible. Maintain and assist with developing standardized workflows, job aids, and administrative resources to support efficient, accurate, and consistent processes aligned with University policies and procedures. Maintain general inventory of office and event supplies. Support Marketing and Communications team in School of Engineering website maintenance and communications, as needed. Provide backup administrative support to other School of Engineering departments, as needed, including general administrative operations, student and faculty support, and other departmental functions. Provide administrative support to the Assistant Dean of Finance and Administration, Assistant Director of Administration, and Dean’s Office Department Manager, completing administrative tasks, record keeping, and other related assignments as needed. I. Event and Program Support Provide administrative and logistical coordination for School of Engineering events and programs, including meetings, workshops, conferences, advisory boards, and partnership activities. Coordinate event logistics from planning through execution, including room reservations, catering, audiovisual and media services, event materials, signage, supplies, and other operational needs. Manage event timelines and responsibilities, anticipate logistical needs and deadlines, coordinate with relevant stakeholders and service providers, follow up on outstanding items, and proactively communicate needs, updates, or potential issues. Occasional early morning, evening, and weekend work may be required to support events. Partner with Conference Services, Operations, University Marketing and Communications (UMC), and other University departments to understand and implement policies and procedures related to School of Engineering events and activities. Develop and communicate School-level procedures and guidelines, ensuring faculty and staff understand University requirements and supporting consistent compliance across the School. Provide administrative support to the Assistant Dean of Marketing and Communications, and Assistant Director of Administration, as needed. II. Financial Support Support the Dean’s Office Department Manager with monthly budget reporting and reconciliation of Dean’s Office financial transactions, including identifying discrepancies and submitting correction requests. Assist with routine financial transactions, including supplier invoices, purchase requisitions, reimbursements, event-related purchases, and other financial processes. Track and monitor event budgets in coordination with event stakeholders. Provide financial and administrative support to the Director of Finance, Assistant Dean of Finance, and Assistant Director of Administration, completing financial tasks, reconciliation