Santa Clara University · 12 hours ago
Senior Administrative Assistant
Santa Clara, CA
Full-time
Onsite
Mid, Senior Level
$25.05/hr - $30.05/hr
2+ years expSanta Clara University is seeking a Senior Administrative Assistant to provide administrative support for the ACCESS Office operations. The role emphasizes customer service, issue resolution, and involves responsibilities such as managing communications, supporting office management, and supervising student workers.
EducationHigher EducationUniversities
Responsibilities
Main point of contact for internal and external ACCESS Office customers
Receive and direct all general calls and emails for ACCESS Office
Greet all guests, students, contractors, general visitors to the ACCESS Office
Respond to telephone, email, online and in person support requests for routine and emergency maintenance
Connect customers with appropriate staff members when follow up and status information is needed or requested
May provide support to the management of access plans for residence halls. This includes setting up plans with appropriate door, time, and access parameters
Adhere to security policies as it relates to Payment Card Industry (PCI), Human Resources data, and Student rights (FERPA)
Perform activities to ensure Windows operating environment meets customer and SCU Information Services expectations
May provide support with the ACCESS Office application systems: including Point-of-Sale (POS), Security, Web, Financial, Transact campus system, and other 3rd party enterprise applications (SALTO Systems, Cloud POS, etc.)
Recruit, train, schedule and supervise 7 – 10 student workers
Participate in and present at Orientation programs
Update and maintain promotional materials for the ACCESS Office display screens
Update and maintain the ACCESS Office website
Process deposits to stored value accounts
Serves as liaison to students, faculty/staff, parents, affiliates and University business partners for the SCU ACCESS credential program
Performs the appropriate steps related to the specific guidelines and procedures of the SCU ACCESS credential office
Receive, sort and distribute mail
Maintain office copier/printer/scanner supplies and service calls
Participate in meetings to represent customer service issues and inform supervisors, co-workers of any issues or concerns
Perform daily administrative, system, and customer service closing processes
Maintain multiple directories and lists - examples include shared calendars, office staff contact list, etc
Update frequently used forms and related Actions/Email triggers in Qualtrics as needed
Assist processing invoices as needed
Assist with data entry, running reports, and electronic filing
Assist with encoding cards for keyless locking systems (Onity and Salto)
Load Onity and Salto programmers as needed
Perform initial troubleshooting when locks or users’ credentials are not working
Recommends initiatives and implements changes to improve quality and services
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 supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions
Prepares and submits reports as requested and required
Develops and implements guidelines to support the functions of the unit
Qualification
Required
Demonstrated knowledge of and ability to work with Microsoft Office Suite and Google Workspace applications
Solid business or operations support knowledge
Understanding and support of the Jesuit tradition of Christian humanism, on which the University was founded, and a commitment to the fundamental values of service to others, community and diversity
Strong interpersonal, organizational and problem-solving skills
Effective verbal and written communications skills
Professional, customer service-oriented demeanor
Able to work collaboratively with a diverse group of people
Ability to prioritize, meet deadlines, and maintain a high level of customer service
Ability to multitask effectively
Ability to handle detailed information with a high degree of accuracy
Ability to maintain a high level of confidentiality
Ability to work independently and exercise good judgment and common sense appropriate to the related circumstances
Ability to learn customized software programs
Ability to adapt to continuing changes in processes and tasks for customer service support and work management
Ability to effectively establish and maintain cooperative working relationships within a diverse, multicultural environment
Demonstrated written and oral skills required; ability to deal with people at all levels highlighted by a service-oriented attitude
Self-starter with the ability to identify problems, formulate solutions, and be able follow-through to successfully complete all the problem-solving tasks
Ability to respond quickly to changing needs and requirements, along with the ability to adjust and re-evaluate priorities to accommodate the demands of the system users, all in a limited timeframe
Must be able to proofread and be proficient in the English language, including grammar, syntax, spelling, punctuation, and composition. Accuracy in standard business math calculations is also required
Ability to work effectively in team-oriented environments
High School diploma required
Minimum of two to four years of experience in customer service and administrative support, preferably in higher education environment
Preferred
Bachelor's Degree preferred
Experience working in a mission critical data center 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
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