Administrative Associate

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 un