Position Title:
Executive Assistant
Position Type:
Regular
Salary Range:
Pay Frequency:
Hourly
A. POSITION PURPOSE
Responsible for providing executive administrative support for the Office of the Vice President for Finance and Administration under the direction of the Vice President. Perform delegated responsibilities with appropriate independence, discretion and confidentiality. Continuously examine administrative effectiveness and seek improved process and procedures.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provide high-level administrative support to the Vice President for Finance and
Administration, including calendar coordination for the Vice President.
2. Handle office management for the Office of the Vice President.
3. Manage activities of the Board of Trustees Finance, Facilities Master Planning and the University Budget Council.
4. Use considerable independent judgment and initiative to identify short-term priorities and achieve long-term objectives.
5. Provide administrative support to other members of the Office of the Vice President for Finance and Administration as assigned, including Associate Vice President of University Operations and Director of Risk Management.
6. Manage and execute special projects as assigned.
C. SPECIFIC DUTIES
Provide administrative support to the Vice President for Finance and Administration, including calendar coordination for the Vice President.
Coordinate and schedule appointments, meetings, events and related assignments for the Vice President.
Meet with Vice President on a regular basis to review calendar and ongoing projects.
Coordinate with Vice President's direct reports and manage weekly and bi-weekly meetings.
Organize and support creation of materials for meetings and appointments scheduled with the Vice President.
Produce high-level graphic presentations, particularly PowerPoint presentations.
Provide processing of mail and other office correspondence.
Handle office management for the Office of the Vice President
Coordinate screening and handling of incoming calls, greeting and directing of visitors, and answering general questions.
Manage routine communications and correspondence with and from the Vice President's Office, including drafting responses, editing correspondence and reports, and other related services.
Maintain and consistently update the Office of the Vice President's Website.
Coordinate food/beverage, facility rental, and technology arrangements for office sponsored meetings and events.
Handle invitations and responses for office-sponsored events when appropriate.
Assist in preparing and managing the annual budget for the Office of the Vice President.
Handle routine budget transactions for the Office, including the processing of monthly expenditures, check requests, travel expenses, and reimbursements.
Manage Office budget and resources effectively to achieve division objectives.
Manage confidential records and general filing and retrieval systems for the Office.
Create and maintain organizational charts for the Finance and Administration division.
Refer routine matters to appropriate parties and follow up as needed to ensure proper outcome is achieved.
Manage activities of the Board of Trustees Finance Committee, Facilities Master Planning Committee, and University Budget Council.
Manage accurate Committee lists, mailing and distribution lists, and communicate clearly with Committee members.
Coordinate scheduling of Committee meetings.
Prepare PowerPoint presentation and meeting materials for distribution to Committee members.
Take meeting minutes for the Finance and Facilities Master Planning Committees, and the University Budget Council when necessary.
Provide Committee materials to the President's Office for Board of Trustees meetings.
Manage and execute sp ecial projects as assigned.
Create and coordinate email newsletters from the Vice President announcing
divisional updates and activities.
Perform responsibilities of the Facilities Building Manager Program for the Walsh Administration Building.
Act as the Vice President's liaison to the City of Santa Clara, its staff, and the
Neighborhood University Relations Committee, as assigned.
Act as liaison to other departments and outside agencies as needed.
Assist other departments as the need arises.
Research topics and analyze data as required.
Use considerable independent judgment and initiative to identify short-term priorities and achieve long-term objectives.
Successfully manage the Vice President's calendar by understanding what items take priority over others and when flexibility is required.
Handle multiple and changing priorities and tasks with composure and tact.
Ensure year-long division goals as defined in the Vice President's Work Plan are
consistently being worked on and achieved.
Exercise discretion and maintain confidentiality at all times.
Manage special projects as assigned.
Assist other departments as needed.
D. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Education and Experience
Minimum five (5) years of directly related experience at the executive
administrative assistant level.
Bachelor's degree required or equivalent combination of education and experience
Skills
Strong organizational and project management skills, with the ability to handle multiple tasks in a fast-paced environment and follow through on delegated projects through to completion.
Excellent written communication, organization, and research skills.
Excellent interpersonal and oral communication skills, including the ability to interface with all levels of executive and senior staff and outside agencies.
Expertise with word processing and presentation software (Microsoft Word, PowerPoint, Excel).
Expertise with (or willingness to master) scheduling, financial management, and website/newsletter software platforms (Gmail, Workday, and Terminal Four, respectively).
Abilities
Ability to utilize administrative peers, campus resources, and technology to seek out answers and solve problems.
Poised under pressure and able to maintain a sense of humor in difficult situations.
Knowledge
Must have a good understanding and familiarity with finance, budget, investment, real estate, and academic terminology.
Understanding and appreciation of the values and ideals of Santa Clara's Jesuit, Catholic identity preferred.
E. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. 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.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.
F. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office and computer lab environment. Mostly indoor office environment with windows.
Typical office
Offices with equipment noise.
Offices with frequent interruptions. EEO Statement
​ Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .
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