Front Desk and Operations Associate, University Relations

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 Sup