Description

Position Title:
Administrative Associate

Position Type:
Regular

Hiring Range:

$28.03- $31.91 per hour, compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Hourly
A. POSITION PURPOSE

The Administrative Associate (Spirituality and Faith) (AA) will contribute to the effective administration of the Center for Spirituality and Faith (CSF), 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 Director of CSF.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Manages the Center for Spirituality and Faith to ensure all administrative needs are met

• 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

2. 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
• Ensure the Division team successfully executes all financial responsibilities and protocols as determined by the Finance Office
• 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.

3. Coordinates the CSF budget and financial processes.

• Under the direction of the Assistant Vice President, coordinates the budget to ensure expenses are accounted for and properly tracked
• Reviews monthly financial reports and gathers pertinent information from team members to ensure accurate tracking and projects
• Assures the timely reconciliation, processing of requests, quick vouchers, budget/expense transfers, purchase orders, invoices, petty cash, gifts, fees, cash advances, and business travel expenses, deposits/payments, and other financial activities of the Division.

4. Collaborates with the broader work of the Division.

• Regularly attends and participates in Division programming and events, including some events that may be held outside of regular business hours.
• Regularly attends and participates in SCU campus-wide, staff-wide, and academic programming events to represent Mission and Ministry, to form relationships to support engagement

5. Executes other duties as assigned

C. 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.

1. Knowledge

• Knowledge of the fundamentals of project management and office coordination is required.

2. Skills

• Outstanding organizational and project management skills.
• Strong verbal /written communication and influencing skills.
• Demonstrated capacity to receive tasks from a multitude of sources, prioritize, and execute.
• Open, objective, innovative, and oriented toward understanding and responding to issues from divergent perspectives.
• Proficiency in using a variety of electronic tools, such as Microsoft Office, Google Apps for Education, social media, Canva, Workday, and the ability to adapt to new technologies.

3. Abilities

• Ability and desire to supervise and mentor university students
• Demonstrated high-level performance in organizational entrepreneurship and creativity.
• Demonstrated high-level performance in successfully driving projects from inception to completion.
• Excellent overall judgment combined with attention to detail.
• Superior project tracking skills to support long-range planning of the department as well as timely recurring tasks.
• Ability to consistently demonstrate a commitment to equity and respect in the workplace, a genuine desire to promote a supportive climate for all members of the SCU community, intercultural awareness, communication and understanding, and the ability to manage difficult and contentious situations.
• Demonstrated high level record of building and managing effective connection with a range of constituencies to achieve success.

4. Education and experience

• Bachelor's degree preferred.
• Collaborative experience in event planning and management.
• Experience working in a ministerial setting preferred, with a particular value placed on experiences in a religious setting that included language particular to various faith traditions, such as Catholicism, Christianity, Judaism, Islam, Hinduism, Sikhism, and Buddhism.
• Experience working in a higher education setting is preferred

5. Years of Experience

• At least 3 years of relevant experience is required an equivalent combination of education and/of experience

6. 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 rea sonable 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 occasionally travel to outside partners, customers, vendors or suppliers Travel may include out of state destinations and include overnight stays
• Some evening and weekend events required

7. 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

"*Priority review of applicants will begin on March 13, 2026. Applications received after this date may not be considered. We encourage all candidates to review this overview document for the newly named Center for Spirituality and Faith."

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 employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.

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 visit 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

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750.