Senior Administrative Assistant

Position Title:

Senior Administrative Assistant

Position Type:

Regular

Hiring Range:

$25.05 - $30.05 / hour; Compensation will be based on education, experience, skills relevant to the role and internal equity

Pay Frequency:

 

 A. POSITION PURPOSE

Oversee and support Auxiliary Services operations by providing administrative assistance primarily to the Associate Vice President Auxiliary Services (AVP), and support the various Auxiliary Services units (Housing, Dining Services, ACCESS, Bookstore, Conference Services, Property Management). Serves as a vital departmental liaison, helping to manage vendor relationships, digital presence, marketing, brand development, and financial documentation, while ensuring seamless communication between University units, external partners, and the campus community.

The work of the Senior Administrative Assistant has a strong emphasis on customer service, issue resolution, and is the staff member who will be integral to the team, in order to ensure all operations are managed in a timely and seamless manner. An ideal candidate for this position is a strong team player, problem solver, thrives in a lively work environment, and has a passion to be in service with others. 

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Support

• Provide support to the Associate Vice President of Auxiliary Services (AVP), which includes arranging the AVP’s calendar, set up meetings using Google calendar, reserve meeting space using 25Live, and assist in various projects as needed. Projects may include working with information and data that is highly confidential.

• Screen all calls coming to the general Auxiliary Services extension and answer questions from parents, students and vendors. Be familiar with FERPA rules when sharing information with parents, and navigate what at times can be challenging conversations both in person and over the phone. Exercise patience and use of tact when dealing with challenging phone calls. When appropriate, refer to the correct department.

• Communicate with vendor account managers from university beverage, bookstore, and dining partners to aid in managing process for deliveries, marketing project approvals, sales reporting, and contract payments. Work with the Senior Director, Administration and Finance to track revenue and expenses compared with prior years and budgeted goals. Deposit contract payments and marketing project reimbursements and track progress towards contractual volume hurdles.

• In conjunction with the Associate Vice President and unit directors, develop marketing plans for all units by streamlining marketing collateral, including coordination of social media posts, important dates, and yield events. Draft literature and other communications representing the Division, coordinating with Student Life, Residence Life, Dining Services, Housing, Conference Services and other Auxiliaries, University Marketing & Communication, and other University units to make sure adequate word is getting out to all customers on services provided. Support in developing, editing and ordering division brochures that incorporate information about all auxiliary units each year.

• Organize Auxiliary Services division socials and professional development events, which may include securing location, arranging menu, organizing supplies which may be needed, and coordinating payment of invoice with both internal and external vendors.

• Manage administrative operations of the Auxiliary Services division; securing office supplies, monitoring computer and printer purchases, as well as coordinating IT needs and support.

• Maintain and update online phone directories for the division.

• Act as a liaison between SCU Bon Appetit (campus food vendor) and Valore (campus bookstore). This may include but is not limited to, assisting in advertising special events through campus-wide emails and various social media platforms, participating in various  tastings across dining venues, and sharing complaints from students or parents about experience with food service and campus bookstore.

• Serve as a point of contact for Coca-Cola account managers, monitoring free product allotment, as well as distribution to each of the units. Assist Coca-Cola Student Ambassador with securing dates and locations for product tastings. Work with Coca-Cola Marketing in bringing special promotions to campus, and assist with location for event and marketing.

• Coordinate membership, meeting dates and attend various meetings, including