Senior Administrative Assistant

 

Jesuit School of Theology
Full-Time , $19.27/hr. - $22.15/hr., Position located in Berkeley California

Requisition Number (please reference): 1000984
For information about the benefits offered by Santa Clara University, please visit: http://www.scu.edu/hr/benefits/ Purpose:

The Senior Administrative Assistant to the Assistant Dean of Students is responsible for providing support in the Student Life unit at the Jesuit School of Theology. The Senior Administrative Assistant will collaborate with the Assistant Dean of Students in contributing to the development and implementation of student life programs that respond to issues of student welfare, in overseeing co-curricular programs, and in fostering the community life of the school in support of student learning. The Senior Administrative Assistant manages the flow of information through the Office, handles program logistics, and oversees student workers.

I. Direct Supervisory Responsibility

Student Workers:

Front Desk (main Reception Desk)

Student Life Event assistants (e.g. Tuesday supper helpers)

Student Life Office Assistant

II. Responsibilities of the Position

Administrative support for office of Assistant Dean of Students. (30%)

Provide overall administrative support to Assistant Dean of Students

File Student Life expenses and prepare budget reports using P-Card

Coordinate travel arrangements

Coordinate with SCU departments to:

Publish and distribute JST Student Directory;

Distribute SCU Student ID cards.

Distribute Groupwise logins and assist with Groupwise access.

Maintain the Student Life web page

Develop Student Life social media (Facebook, Twitter), under supervision of Assistant Dean and in consultation with JST Webmaster

Compose letters and reports from general, oral or written instructions; maintain information packets for visitors as needed

Copy and organize documents and articles

Answer phones, respond to general inquiries, assist with correspondence.

Create and maintain filing and retrieval systems.

Perform other tasks and projects as assigned by Assistant Dean.

Prepare roster for enrollment in SCU student health insurance, coordinating with JST Assistant Dean and SCU Insurance Coordinator and JST Business Office; assist students with with health insurance enrollment and waiving. Deliver health plan membership cards to students and answer questions about access to health services, coordinating with SCU Insurance Coordinator.

Assist with international student services, collecting and photocopying immigration documents, assisting students with practical issues including driver's license, social security card, and banking.

Maintain subscriptions for magazine rack as well as music publishers; order music and liturgy supplies as needed, coordinating with student workers in liturgy and music.

Keep minutes for Student Life meetings such as Liturgy Committee and Orientation Committee.

Events and Facilities (30%)

Schedule rooms for all Student Life events and handle logistics for catering.

Oversee Tuesday suppers.

Oversee student workers in ordering, shopping, serving and cleanup for events.

Oversee scheduling of rooms for writing coaching.

Oversee kitchen upkeep and supplies, cleaning and storage of linens, upkeep of lounge areas and storage closets.

Coordinate with student team to ensure that compostable bin in kitchen is emptied daily.

Coordinate with Front Desk workers to see that leftover food and beverages from school events are available the next day.

Oversee sacristan (student worker) in chapel and sacristy upkeep, cleaning and storage of sacristy linens, and ordering of supplies.

Oversee maintenance of bulletin boards in reception and lounge areas, overseeing posting of flyers according to Student Life policies.

Oversee general daily appearance of student lounge areas, including basement lounge, Compania tables and magazine rack, and Manresa lounge.

Assist with logistics and catering for tri-school events and GTU events, coordinating with student life counterparts at other schools.

Student Workers (15%)

Hire, train, schedule and evaluate student assistant staff.

Supervise event assistants for Student Life events.

Supervise Student Life office assistant in office tasks including preparing and posting flyers, preparing directory.

Supervise student workers at main reception desk, ensuring coverage.

Residential Life (20%)

Manage correspondence and telephone communication regarding housing with prospective students and partner with Assistant Dean in assigning housing.

Coordinate with Facilities in filing and processing of work orders for maintenance of three JST residences, using AIM facilities project management system.

Coordinate periodic inspections of JST student residences, troubleshooting solutions with Facilities Department.

Oversee check-in and check-out arrangements with tenants; issue and collect keys and oversee key replacements; coordinate with Facilities in determining damage deposit refunds, communicating with Business Office.

Maintain accurate rosters of current and prospective tenants.

Notify tenants of maintenance entries, coordinating with Facilities.

Oversee scheduling of #3 Studio for school guests.

Maintain inventory of furnishings and supplies (linens, dishes, utensils, etc.) in apartments.

Coordinate with Hispanic Institute in arranging housing for students of this summer program.

Liaison Responsibilities (5%)

Communicate in a timely way with JST, SCU, and GTU colleagues and offices.

Serve on the Orientation Committee.

Attend monthly GTU Student Services meetings.

III. Qualifications

Bachelor's degree required

Two to four years of administrative work experience required, preferably in student services or related field

Demonstrated knowledge and skills in critical thinking and problem solving, and decision making processes

Excellent oral and written communication skills

Demonstrated ability to prioritize tasks and meet deadlines while maintaining attention to detail

Excellent technical skills including proficiency with Microsoft Office, GroupWise or similar scheduling and electronic mail software, social media (Facebook, Twitter), and familiarity with Datatel system software or other database management software

Proficiency with the processing of financial transactions and basic bookkeeping

Familiarity with SEVIS regulations regarding F-1 student visa preferred

Ability to relate well to students (graduate students)

Ability to supervise student workers

Ability to maintain confidentiality and to handle sensitive matters with judgment, tact, and diplomacy

Experience working with diverse populations

Experience in international settings preferred

Understanding and supportive of the values and ideals of Jesuit education. Knowledge of the Jesuit School of Theology at Santa Clara University preferred.

How to apply:

Apply on line.

Submit a cover letter describing your qualifications to pkircher@scu.edu as an attachments.

Apply online:

http://www.scu.edu/hr/careers/staff.cfm?id=3235