Santa Clara University · 3 days ago
Administrative Associate, de Saisset Museum
Santa Clara, CA
Full-time
Onsite
Mid Level
$28.03/hr - $33.65/hr
3+ years expSanta Clara University is seeking an Administrative Associate for the de Saisset Museum, responsible for providing administrative and general support to the Director and staff. The role includes financial management, human resource coordination, and logistical support for museum events and activities.
EducationHigher EducationUniversities
Responsibilities
Financial planning and processing (35%)
Review of monthly financial data and reports for accuracy. Generate monthly reports as necessary
Prepare accounting transactions. Review reports and ensure that financial transactions for de Saisset Museum have been recorded properly in accounting system
Set-up of annual budget for de Saisset Museum. Analyze and prepare reports to support the annual budgeting process for the de Saisset Museum
Codes and inputs vendor invoices and cash receipts in accordance with established SCU accounting practices
Processes gift income and deposits; membership dues; reports endowment and quasi-endowment monthly status; handles all grant accounting transactions, reports, and monthly reporting procedures; serves as proxy manager for various P-card accounts; and manages petty cash and VIP card management
General Administrative Support; Human Resource and Special Event Management (35%)
Coordinate staff and student payroll reminders and approvals. Creates and maintain employment student employment files, including new hire paperwork. Assists in organizing student training and quarterly meetings
Drafts and edits meeting minutes, letters, proposals, reports and targeted correspondence
Coordinates Facility inspections and maintenance work orders for entire Museum facility in collaboration with the Museum’s Sr. Manager of Exhibitions and Operations
Organizes all logistical details of Museum sponsored events and programs, including SCU class visits
Organizes all logistical elements of University sponsored events and external events with a variety of internal and external constituents held within the Museum
Under the direction of the Director and Senior Manager of Exhibitions and Operations, coordinates and assists with training Museum student workers (10-20 student positions)
Supports the coordination of California History Docent program meetings
Creates and maintains databases, reports, and program materials
Apply expert computer skills and provide trouble shooting assistance for department’s computing systems
Track project timelines and keeps others informed of key milestones
Drafts letters and correspondence for Director as needed
Provides calendaring and scheduling support for Director and de Saisset Museum team (25%)
Supports Director and museum team by handling all master calendaring functions for entire museum
Supports and maintains year-round calendar for de Saisset Museum meetings, exhibits, programs, and tours for overall operations and management
Schedules events (approximately 25-30 annually), California History Tours (approximately 70-80 annually) on master Google calendar, and publicizes all museum events on university calendar
Makes travel and housing arrangements for Director and any program guests
Other Duties as Assigned (5%)
Responsible for maintaining inventory of office, event, multi-media equipment and supplies
Collects materials for and maintains departmental collateral files
Performs other responsibilities as needed or assigned to support the Director and de Saisset Museum team
PROVIDES WORK DIRECTION
Supports hiring and training of student Office Assistants and Visitor Service Associates (10-20 student positions) by assigning and overseeing their work
GENERAL GUIDELINES
Recommends initiatives and implements changes to improve quality and services within office environment
Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices
Maintains contact with customers and solicits feedback for improved services
Maximizes productivity through use of appropriate tools; planned training and performance initiatives
Researches and develops resources that create timely and efficient workflow
Prepares progress reports; informs Director of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions
Prepares and submits reports as requested and required for office and administrative functions
Develops and implements guidelines to support the administrative functions of the museum’s office unit
Qualification
Required
Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment
Demonstrated knowledge and skills in critical thinking and problem solving, methods of reasoning, writing and communication skills, combined with decision making processes
Proficiency and experience in using Microsoft Office including Word, Excel, PowerPoint; Access and web-based applications including Google Drive
Supervisory skills required
Demonstrated budget and analytical skills required
Strong organizational skills and demonstrated ability to prioritize and manage multiple projects simultaneously in a fast paced, dynamic team environment
Experience providing exemplary customer service to internal and external clients
Experience producing written materials and final work product with attention to accuracy, grammar, and messaging to target audiences
Ability to work within a team environment and collaboratively with others as required
Ability to work effectively with students, faculty, staff, and museum constituents from a variety of diverse backgrounds
Ability to work flexible hours when needed; and required to work pre-identified museum special events which occur on weekend and/or evenings throughout the entire academic year
Possesses a valid California driver's license
Three to five years of administrative and/or accounting work experience required
Preferred
CLARA and/or CRM experience a plus
WorkDay experience a plus
Experience working with volunteers preferred
Bachelor's degree and/or equivalent work experience preferred
Company
Santa Clara University
Jesuit University in Silicon Valley
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$100MKey Investors
National Institute for Innovation in Manufacturing BiopharmaceuticalsKnight Foundation
2024-04-09Grant
2022-04-07Grant
2017-01-22Grant· $100M
Leadership Team
T
Tim Harris
Dean’s Executive Professor, Coord Contemporary Business
Recent News
2025-11-05
Morningstar.com
2025-10-24
Company data provided by crunchbase