Senior Administrative Assistant, Leavey School of Business

Santa Clara University
Santa Clara, California
Jun 20, 2017
Jul 20, 2017
Contract Type

Senior Administrative Assistant, Leavey School of Business


Department: Finance


Part Year: No


FLSA Status: Non-Exempt


Standard Hours (hours per week): 40


Position Purpose:

The purpose of this position is to manage the administrative operations of the Finance department while providing support for its Chair and faculty in their teaching & scholarship. This position serves as the first contact to the Finance department’s undergraduate and graduate students, alumni, faculty and other on-campus groups. The position maintains department records, reconciles department budgets and monitors expenses in operating and gift funds. The position reports to the Chair of the Finance Department and has a secondary supervisor, the Assistant Dean of Finance and Administration.


Essential Duties and Responsibilities:


1. Provide administrative support to the Finance Chair and Faculty

• Handle confidential and sensitive information in support of the Chair and department.

• Help with annual scheduling of classes. This includes forecasting number of classes needed & scheduling faculty assignments.

• Assist in recruiting of faculty. This includes managing the faculty listing, posting the job ad in various print and online venues, scheduling interviews at the FMA annual conference, arranging travel and reimbursement for applicants, etc.

• Assist in start of quarter activities like copies of syllabi, ordering of equipment, assuring books have been ordered and ready for purchase, etc.

• Serve as the department PeopleSoft administrator. This involves running rosters, pulling reports and watching enrollments.

• Support make-up exam process through the Business School’s make up sessions and disability resources.

• Provide faculty assistance in seminar scheduling. This includes booking travel, preparing reimbursements, ordering catering, booking rooms, etc.

• Maintain the FNCE schedule in the Business School database.

• Assist faculty in the use of Camino.

• Maintain department online accounts.

• Order and stock department supplies.


2. Serve as first contact for internal & external constituents

• Staff the department desk and phones. Answer questions in a timely manner or direct to proper person.

• Work with Dean’s Office to get faculty contracts and office assignments completed.

• Work with the Office of the Registrar to get classes scheduled.

• Manage the add/drop process for Undergraduate students.

• Work with on-campus groups like IT, facilities and purchasing to support needs of department and floor.


3. Maintain department records

• Keep copies of syllabi used throughout the year.

• Keep copies of important faculty documents.

• Maintain record of faculty spending and account balances.


4. General administrative duties

• Manage office functions, including budgeting, purchasing, etc.

• Track key department deadlines.

• Contribute to reports, documents and meetings as directed.

• Work with numerous groups as the FNCE department liaison.

• Maintain FNCE records in business school and university databases and/or Google docs.

• Participate, as a department representative, at school or university meetings/functions.


5. Other duties as assigned.




1. Recommends initiatives and implements changes to improve quality and services.

2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

3. Maintains contact with customers and solicits feedback for improved services.

4. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.

5. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.

6. Prepares and submits reports as requested and required.

7. Develops and implements guidelines to support the functions of the unit.



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.


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, venders or suppliers.


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 environment.

• Mostly indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.




• Must be able to maintain and manipulate spreadsheets




• Strong written & oral skills

• Excellent organization skills

• Strong MS office and computer skills




• Professional and service-oriented attitude

• Ability to work well with others

• Self-motivated and solutions-driven

• Ability to work in situations of high stress and constant interruptions

• Ability to work in an environment with little oversight

• Multi-tasking ability


Education and/or Experience:


• Bachelors degree preferred

• Three to five years of administrative work experience


Salary Information:

Hiring Range: $20.65-$23.74 per hour


Open Until Filled: Yes


About Santa Clara University


Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master’s, Ph.D., and law degrees.


Distinguished by the highest retention rate and ranked second among all master’s universities in the West by U.S. News and World Report, Santa Clara University is California’s oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.


Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.


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 at 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.