Description

Position Title:
Front Desk and Operations Associate, University Relations

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
OVERVIEW

University Relations, composed of the Development Office, Alumni Association, and Event Planning Office, builds SCU's excellence and character by strengthening relations with alumni, parents, and friends of the University, raising public awareness, and increasing private philanthropy, which supports the University's growth and reputation.

PRIMARY PURPOSE OF POSITION

Reporting to the Associate Director, Business Operations (AD), the Front Desk and Operations Associate will oversee the day-to-day operations and provide comprehensive operational and administrative support to the University Relations front desk and the Finance and Administration team. They will serve as the primary point of contact for University Relations, welcoming visitors both in person and via telephone with a high level of professionalism and courtesy. This position supports University Relations (UR) in its commitment to serve the students, faculty, and staff of Santa Clara University in their individual and collective efforts to fulfill the University's mission.

The Front Desk and Operations Associate is a skilled, highly motivated, organized individual who excels at analytical, strategic, and tactical thinking. The position manages a full range of operational support and programmatic functions. This position is highly collaborative, working not only within University Relations but also across the campus community. This person must have strong interpersonal skills and the ability to effectively interact with prospects, donors, staff, and faculty at all levels.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Program Management, Development, and Operations

• Oversee the day-to-day operations and provide comprehensive operational and administrative support to the University Relations front desk and the Finance and Administration team.
• Primary ambassador for the UR office. Deliver exceptional customer service by expertly screening and directing calls, warmly welcoming visitors, and offering valuable assistance.
• Effectively communicate with high-level administrators, faculty, staff, students, donors, volunteers, and the general public. Creating a positive first impression and ensuring every individual feels supported and valued.
• Develop high-quality documents, including organizational charts, reports, presentations, and correspondence.
• Manage the inventory of office supplies for the division, ensuring that we have sufficient materials.
• Oversee related tasks associated with opening and closing the office.
• Ensure efficient, collaborative front desk operations and ensure the front desk is fully staffed during business hours from 8 AM to 5 PM.
• Establish and manage vendor relationships to ensure orders, deliveries, and equipment repairs are accurate and timely.
• Submit and track vendor contracts and invoices; ensure timely submission and payment.
• Manage the kitchen area by overseeing supplies and equipment services, including vending machines, to ensure efficiency.
• Serve as a backup to the Associate Director, Business Operations, for office maintenance and facilities requests, as needed.
• Assist the Vice President of University Relations and the Executive Assistant to the Vice President as required.
• Oversee the onboarding process of University Relations' new hires.

Policy and Procedures

• Organizes and maintains the division-wide website for UR staff.
• Create, develop, and maintain front desk processes and procedures, implement changes to improve office efficiency, and identify areas of improvement.

Budget

• Reconcile and process expenses, reconcile budgets, and manage accounts payable.
• Run budget reports as necessary.

Other Duties

• Serve as Facilities Liaison for Loyola Hall.
• Assist the Associate Director, Business Operations, with general office management.
• Coordinate division orientation and various trainings.
• Assist in creating and organizing department celebrations and holiday events.
• Manage staff lists, phonebook, and Google groups.
• Perform other duties and projects as assigned.

PROVIDES WORK DIRECTION

Student Staff Supervision and Leadership

• In collaboration with the Associate Director, Business Operations, recruit, interview, hire, and train student workers for UR.
• Develops and holds student orientation and training
• Manage student workers, including creating and developing their work schedules, overseeing their work and performance evaluations, while addressing any issues that arise.
• Designs and communicates guidelines and procedures.
• Coordinate/manage student work schedules for UR in collaboration with UR managers each quarter.
• Work with UR staff to arrange and prioritize meaningful work projects for students.

QUALIFICATIONS

To perform this job successfully, an individual must satisfactorily perform each essential duty. The items below represent the knowledge, skills, abilities, education, and experience required or preferred.

Knowledge

• Willing to learn fundraising and donor relations concepts and principles.
• Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.
• Experience in supervising student workers and/or clerical staff.
• Learn campus operations, rules, and regulations.
• Experience providing exemplary customer service to internal and external clients.
• Knowledge of the SCU campus and campus community is a plus.
• Understanding and appreciation of the mission of Santa Clara University and the vision and values of a Jesuit Catholic educational institution.

Skills

• Excellent communication (both verbal and written) and interpersonal skills.

• Must be both an independent thinker and a team player.
• Demonstrated budget and analytical skills.
• Must have strong problem-solving and decision-making skills.
• Expert planning, coordinating, and organizational skills.
• Must be a goal-oriented and exceedingly well-organized individual who can demonstrate accountability, initiative, creativity, and focus in a rapidly changing and intellectually stimulating environment.
• Excellent time management, multitasking, and prioritization skills.
• Excellent computer skills; proficiency in using Microsoft Office suite - word processing, Excel spreadsheets, database, and web resources.
• Dependable, responsible, and self-motivated.

Abilities

• As the first point of contact for University Relations, the Front Desk Operations Associate must exhibit professionalism and cordiality, whether in person or on the phone.
• Demonstrated ability to establish credibility with broad and diverse constituencies within a complex organization based upon integrity, critical thinking, outstanding operational performance, customer service orientation, and excellent interpersonal skills.
• Demonstrated sound judgment in situations requiring independent decision-making and in handling confidential and sensitive material.
• Able to manage numerous projects simultaneously, multitask, and achieve goals in a deadline-driven environment.
• Work style that is thorough, accurate, and detail-oriented; the ability to follow through on assignments and projects.
• Able to work well autonomously and as part of a team.
• Punctual and reliable attendance.

Education/Experience

• Bachelor's degree required or equivalent combination of education and experience.
• Minimum four years of administrative support in a multi-supervisor environment; demonstrated experience in client and external customer service.

PHYSICAL DEMANDS

• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus.
• The position requires the ability to run errands on and off-campus.
• May be required to drive the UR golf cart.
• This position requires occasional lifting of heavy boxes or materials.
• May be required to occasionally travel to outside customers, vendors, or suppliers.

WORK ENVIRONMENT

• Typical office environment.
• Mostly an indoor office environment.
• Offices with equipment noise.
• Offices with frequent interruptions.

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.