In alignment with the University's mission and vision, the Administrative Associate to the President is responsible for a wide variety of administrative functions, including providing calendar management, mail processing, file management, word processing, and general administrative support and special project work for the President of the University. The incumbent serves as a liaison between the President and other constituencies both internal and external and is responsible for the full range of executive support to the President. The incumbent must be able to work independently with little supervision.
I. Essential Duties and Responsibilities
Manage and coordinate calendar, travel, events, and related arrangements for the President.
Process Mail and Manage Hard Copy Files of the Office of the President.
Word Processing/Other Computer Applications.
Provide general administrative support for the President.
Manage special projects as assigned. II. Specific Responsibilities
Manage and coordinate calendars and related arrangements for the President; coordination of meetings and events sponsored by the Office of the President.
Help manage the time of the President through effective management and coordination of President's calendar, screening appointments, meetings, and events as necessary.
Schedule appointments and meetings for the President using Google.
Maintain daily appointment, trip, and tickler files for the President.
Keep the President on schedule and informed of meetings, appointments, deadlines, and other matters.
Prepare and/or maintain background information for President for both internal and external appointments and meetings, including boards on which he serves and trips the President takes.
Make travel and accommodation arrangements as needed; confirm transportation, lodging, car rental, etc.
Manage materials and information related to the President's schedule and provide relevant information and materials in advance of meetings.
Monitor, respond to and distributes incoming communication as appropriate.
Schedule rooms and related services for President sponsored meetings and events.
Make arrangements for food and beverage service for President sponsored meetings.
Process mail and manage hard copy files proper to the Office of the President
Open and date stamp all incoming mail; provide initial sorting of mail and other office correspondence for Executive Assistant to the President to review with the President.
Manage confidential records and establish general filing and retrieval systems for hard copy files in the Office of the President, including Board of Trustee files.
Maintain a systematized filing system and file documents in timely manner following established systems.
Conduct annual file review and clean up, identifying materials to be discarded or sent to Archives; prepare inventory list of files to be sent to Archives.
Word Processing/Other Computer Applications
Perform word processing, photocopying, faxing, and related services for the President, including proof reading and preparing for signature correspondence from the President.
Produce special reports using complex formats, spreadsheet and database software.
Research topics and extract information from the Internet and Benefactor system as required.
Prepare requested presentation materials (e.g. overheads, charts, Power Point slides, etc.)
Update and maintain the President's personal Christmas card mailing list.
Provide general administrative support for the President
Manage the President's correspondence, whether by letter, email or other means.
Manage the SCU President email account.
Proofread letters, e-mail messages, reports, and materials needing President's signature prior to placing them before the President.
Receive and interact with incoming visitors as well as respond to inquiries and make referrals as appropriate.
Provide back-up for incoming telephone calls to the President's Office.
Perform faxing, photocopying, and related services as needed.
Provide back up support for processing facilities and information systems work requests associated with the office.
Process invoices and reimbursements on behalf of the President.
Update and manage the on line President request form. This includes updating the form, coordinating with the President, calendaring and communicating with individuals making requests.
Coordinate the use of the President's Conference Room, the President's Dining Room and the Executive Conference Room in St. Joseph's Hall
Provide support for Commencement ceremonies as assigned
Provide support for Board of Trustees meetings as requested
Other projects as assigned.
Bachelors Degree required
Minimum of five (5) years of experience
Strong understanding of Santa Clara University's Catholic identity and Jesuit educational mission and a commitment to further its vision, mission, and values
Excellent writing, editing, and communication skills
Experience in developing communications and handling sensitive correspondence
Excellent interpersonal skills
Diplomacy and tact
Ability to prioritize, meet deadlines, and maintain a high level of performance
Ability to maintain a high degree of confidentiality and use discretion
Demonstrated ability to work as part of an office team
Demonstrated high degree of proficiency with word processing, administrative system and electronic mail software
Demonstrated high degree of proficiency with Microsoft Office
Team oriented and willingness to take initiative and be flexible
Ability to comfortably interface with on Jesuit Community, campus departments, faculty, non profit community, industry executives/CEO's
Demonstrated ability to establish credibility with broad and diverse constituencies within a complex organization based upon integrity, critical thinking, outstanding operational performance, a customer service orientation and excellent interpersonal skills
A thoughtful listener, strategic thinker, and strong communicator
Possess the acumen to handle complex situations and multiple responsibilities simultaneously mixing long term projects with the urgency of immediate demands on the operations; possess the agility and inclination to advance complex projects and solve problems collaboratively, coupled with the willingness to act resourcefully, authoritatively and resolutely
Attention to detail
Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office
Santa Clara University - 22 months ago