Administrative Assistant for Community Administration and Hurtado Program Coordinator

Position Title:

Administrative Assistant for Community Administration and Hurtado Program Coordinator

Position Type:

Regular

Hiring Range:

$22.02-$28.03 per hour Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

 Primary Purpose of the Position

The Assistant to the Jesuit Community is an administrative associate position that supports the Rector and the local Jesuits in their work at the University and in their house-related ministries. As the main religious superior of the Santa Clara Jesuit Community, the Rector cares for the community of vowed religious and represents the community to the University, Province, and U.S./Canadian Assistancy.  

The Assistant for Community Administration reports directly to the Rector, works collaboratively with the Minister and the Financial Assistant to assist the local Jesuits, house guests, student recipients of Jesuit scholarships and grants, as well as the community staff. Because of the Assistant’s close relationship to the Jesuits, the position requires a commitment to uphold the mission and identity of the Society of Jesus, Jesuits West, and Santa Clara University. This reality further demands comfort working in an environment shaped by Roman Catholic faith and the practices of the Society of Jesus.

Essential Responsibilities

A. Administrative assistance for the Rector

B. Management and/or coordinating the Jesuit Residence Reception Desk

C. Management of the Alberto Hurtado, S.J. Scholarship Program for SCU students

D. Collaboration with the Community Minister in administrative matters

E. Other responsibilities

A. Administrative Assistance for the Rector

1. Develop and maintain effective relationships with appropriate university and outside the university constituencies.

2. Respond to telephone and visitor inquiries regarding the Rector’s office and the Jesuit community in general.

3. Assist the Rector with the upkeep of his calendar, appointments, and commitments. Be the contract person regarding his engagements when he is not available.

4. Develop electronic presentations in Power-Point and other media for the Rector when and if the need arises.

5. Report to the Rector about the wellbeing of Hurtado Scholars regarding their personal, academic, and financial progress.

6. Supervise the Community’s web page and university directory by keeping information and images updated.

B. Management of Community Reception Desk

1. Coordinate Hurtado student front desk workers every quarter by developing a schedule.  Hire student employees when Hurtado students are not available—i.e., vacation times.

2. Train student workers in their front desk tasks and inform them of the protocol policies I the house regarding proper behavior, dress, and decorum.

3. Respond to phone calls directed to the front desk regarding availability of Jesuits, cemetery and Mission Church issues, campus events, etc. Be able to direct them to the right person.

C. Coordination of the Alberto Hurtado, S.J. Scholarship Program

1. The Administrative Assistant will take charge of the day-to-day running of the Hurtado Scholarship Program in its administrative, financial, and operational running.

2. Coordinate the Jesuit allocated funds with the university Finance Office for the proper distribution of money according to the established protocols.

3. Coordinate with the Rector, Jesuits, and the University office of Admissions the interview and selection of the Hurtado Scholars every year. Typically, 4 scholarships.

4. Meet with Hurtado Scholars on a regular basis (at least once per quarter) to develop open lines of communication regarding personal and professional matters.

5. Coordinate with the Admissions Office, Academic Support Services, LEAD Scholars program, Housing & Residence Life, and Financial Aid to support Scholars as needed.

6. Organize the annual Scholarship Retreat, quarterly check-ins and other community-building activities with Campus Ministry, LEAD Scholars Program and other campus partners.

7. Engage in training and maintain updated knowledge on the experience of undocumented/DACA students, and current state and national policies that impact them.

D. Responsibilities in collaboration with the University Administration

1. Attend HR meetings and training sessions as mandated by the university. Be willing to improve in those areas of technology where it becomes necessary through workshops.

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