Executive Assistant Inclusive Excellence Division

Position Title:

Executive Assistant Inclusive Excellence Division

Position Type:

Regular

Hiring Range:

$29.38-$33.77 commensurate with experience

Pay Frequency:

Hourly

Applicant Priority Review Date: March 29th, 2024

POSITION PURPOSE

Reporting to the Vice President (VP) for Inclusive Excellence (IE), with a dotted-line relationship to the Assistant Vice President (AVP) for Strategy & Planning, the Executive Assistant (EA) is a full-time (1.0 FTE) position responsible for the full range of executive and administrative support required by the VP. This key support position will work closely with the VP to ensure their daily workflow needs are effectively organized and efficiently delivered. The successful incumbent in this role will demonstrate a track-record for the timely completion of delegated and self-generated tasks, clear communication, keen attention to detail, and an emphasis on excellent service. This role will serve as a liaison between the VP and other stakeholders-both internal and external-and must therefore be able to work independently with little supervision, exercise good judgment, apply discretion, and maintain confidentiality.

The mission of the IE division at Santa Clara University (SCU) is to empower and equip SCY community member, university units, and campus partners with the education and skill-sets to prioritize and incorporate equity and belonging into every aspect of living, working and learning at SCU. Led by the VP for IE, the IE division is comprised of six departments: Office of Equality Opportunity and Title IX, LEAD Scholars Program, Office of Accessible Education, Office for Diversity and Inclusion, Office for Multicultural Learning, Office of the Ombuds, and the Multicultural Center.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Support and Administrative Functions (50%)

• Effectively manage the VP's calendar, including scheduling and screening appointments, meetings, and events.

• Work closely with AVP to adapt & align VP's calendar with emergent and ongoing priorities, deadlines, and needs as indicated by the VP

• Prepare, compile and manage background materials and information for internal and external appointments and meetings; ensure materials are timely, current and available in advance of meetings.

• Serve as a liaison between the VP and other internal staff or external community members, coordinating resolutions to issues, problems, and complaints as appropriate.

• Coordinate travel and accommodation arrangements as needed.

• Maintain appropriate filing systems to ensure organization and quick retrieval of information.

• Routinely handle confidential and sensitive information with diligence and discretion.

Budget & Fiscal Management (10%)

• Execute routine financial transactions and prepare financial reports according to university policies and procedures

• Manage VP's corporate travel and purchasing card expenses reconciliations

Front Desk and Office Management (15%)

• Create a welcoming atmosphere for guests and visors making them feel valued and comfortable.

• Respond to and manage inquiries from the public and campus community members as it is received (i.e., respond to inquiries, record and route messages, route requests to appropriate individuals, etc.).

• Address and resolve issues or complaints with a positive and solution-oriented approach.

• Answer and appropriately direct incoming phone calls promptly and courteously.

• Manage the reception area, ensuring it is clean, organized, and inviting.

• Monitor and maintain equipment and supplies inventory for the VP's office and reception area

• Manage and schedule conference rooms within the VP's purview, ensuring they are clean, organized, and appropriately setup for meeting needs.

• Continuously monitor and evaluate the efficiency and effectiveness of front desk operations; identify, recommend, and implement opportunities for improvement.

Meetings and Events Coordination (10%)

• Plan, coordinate, and staff events and meetings hosted by the VP; responsibilities include but are not limited to scheduling venues, tech support, food and beverage service, and other related logistics; ensure adherence to established timeline and budget.

• Act as recording secretary for committees and select meetings as assigned; responsibilities include but are not limited to, taking notes during meetings, preparing minutes, and drafting executive summaries.

Communication Support (10%)

• Update and maintain IE Division Website content in coordination with AVP

• Conduct research, assemble and analyze information to draft correspondence, reports, and presentations.

• Perform word processing, photocopying, faxing, drafting and proofreading correspondence, reports and other materials.

Other duties as assigned (5%)

• Work on special projects as needed or assigned to support the VP, specifically, and IE Division generally

PROVIDES WORK DIRECTION

• May supervise student assistants

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty in excellence. 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 and to promote and contribute to an intentionally inclusive and respectful workplace.

Knowledge

• Strong understanding of Santa Clara University's Catholic identity and Jesuit educational mission and a commitment to further its vision, mission, and values.

• Strong understanding of inclusive excellence principles and ideals.

• Experience in developing communications and handling sensitive and confidential correspondence.

• Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.

• Ability to produce well written materials, with attention to accuracy, grammar and messaging.

• Experience providing exemplary customer service to internal and external visitors.

Skills

• Excellent planning, organizational and time management skills

• Excellent writing, editing, and communication skills

• Excellent interpersonal skills

• High degree of proficiency with Microsoft Office and Google Workspace Apps

• Professional, customer service-oriented demeanor

• Diplomacy and tact

• Team oriented with a willingness to take initiative and be flexible

• A thoughtful listener, strategic thinker, and strong communicator

• Attention to detail

Aptitudes

• Demonstrated desire and capacity for critical thinking, problem-solving, and generating creative solutions in dynamic organizational settings.

• Acumen to handle complex situations and multiple responsibilities simultaneously; ability to prioritize tasks for long term projects with the urgency of immediate demands on operations

• Agility and inclination to advance complex projects and solve problems collaboratively, coupled with the willingness to act resourcefully, authoritatively and resolutely

• Demonstrated ability to prioritize, meet deadlines, and maintain a high level of performance

• Demonstrated ability to maintain a high degree of confidentiality and use discretion

• Demonstrated commitment to delivering exceptional customer service.

• Demonstrated ability to work as part of an office team

• Eagerness to comfortably interface with Jesuit Community, Board of Trustees, senior leadership, campus departments, faculty, non-profit community, industry executives/CEO's

• Commitment to establish credibility with broad and diverse constituencies within a complex organization

Education and/or Experience

• Bachelor's Degree required or equivalent job-relevant experience

• Minimum of 5 years of relevant experience in an administrative support role is required; or a combination of education and experience

• Directly related experience at the Executive Assistant level preferred

• Experience in an academic/higher education setting preferred

PHYSICAL DEMANDS

• 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.

WORK ENVIRONMENT

• Typical office environment.

• Mostly indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.

COVID-19 Statement

The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

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. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. 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.