Administrative Associate; Ignatian Center) Santa Clara University

Administrative Associate (Ignatian Center)

Position Title:
Administrative Associate (Ignatian Center)

Position Type:
Regular

Hiring Range:

$28.03 -$33.65 per hour;
Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Hourly

POSITION PURPOSE

The Administrative Associate (Ignatian Center) (AA) is a member of the Operations Team for Mission and Ministry charged with providing operational and administrative support to further the mission of the Division. Specifically, the AA will contribute to the effective administration of the Ignatian Center (ICJE), which is a part of the Division of Mission and Ministry. The AA will create and maintain a warm, welcoming, professional, and effective work environment where all staff and students can thrive.

In addition, the AA will contribute to the broader operational needs of the Division in: financial processing, partnership communication, travel arrangements, data management, and event support. This is a full-time, non-exempt position reporting to the Assistant Vice President for Mission and Ministry (AVP).

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manages the operational and administrative functions for the Ignatian Center to ensure all administrative needs are met
• Ensures high-quality administrative support best practices are implemented across all of ICJE under the guidance of the ICJE team and the AVP.
• Provides for day-to-day management and maintenance of offices and equipment
• Manages reception of guests and inquiries
• Hires, trains, supervises and mentors a team of student interns to support office operations
• Coordinates calendaring to ensure all events, programs, and activities are communicated across the team and Division
• Serves as the liaison to the building manager, building and maintaining key relationships with the Benson staff in order to ensure quality communication and care
• Serves as the primary point of contact among University operations, including facilities, finance, student employment, campus safety, etc.
• Manages all contracts and serves as the primary liaison with the Office of the General Counsel
• Provide operational support of events in collaboration with the Administrative Associate for Events
• Facilitates the Division’s budget and financial reconciliation process.
  • Supports the AVP In Creating, updating, and disseminating the internal budget across the division
  • Ensure the Division team successfully executes all financial responsibilities and protocols as determined by the Finance Office
  • Updates, actual spending to date, and forecasting on a monthly basis at minimum
  • Facilitates the fiscal year close process for the Division.
  • Provides regular reporting on gift and endowment funds to the AVP, VP, and division leadership.
• Manages data collection tools for the Division
  • Manages data collection for the Division, Ensuring we have proper tools for necessary data collection for program assessment
  • Ensure staff members have clear expectations of their roles in data collection and proper training.
  • Creates, generates, updates reports as needed for staff.
  • Provides additional support as needed for data collection for the Division.
• Provides administrative support to support the overall work and goals of the Division of Mission and Ministry
  • Provide executive administrative support to the Division leadership team
  • Serves as primary airline travel coordinator for programs across the division
  • Builds and maintains quality relationships with key operational partners on campus
  • Ensures the efficient and effective use of time for all Division staff members, constantly seeking out new tools and opportunities to reduce administrative burden
  • Maximizes and manages Division physical assets such as space, vehicles, tools, etc.
• Collaborat…