Job Details

Special Assistant to the Dean

Position Number: 6175154
Location: Santa Clara, CA
Position Type: Deans - Business

Special Assistant to the Dean

Position Title:
Special Assistant to the Dean

Position Type:
Regular

Hiring Range:

$33.77 - $37.31 per hour, commensurate with experience

Pay Frequency:
HourlyA. POSITION PURPOSE

Reporting to the Dean of The Leavey School of Business, the Special Assistant to the Dean contributes to the mission of the Leavey School of Business (LSB) and is a vital role that provides comprehensive administrative and operational support to the Dean and members of the Dean's leadership team. The successful candidate will play a key role in ensuring the efficient functioning of the Dean's office, maintaining effective communication, and will lead various administrative tasks. The role requires strong organizational skills, attention to detail, excellent communication abilities, and the ability to handle multiple tasks with professionalism and discretion.

This position offers a unique opportunity to contribute to the efficient operation of a prestigious business school and to work closely with senior leadership in an innovative and dynamic academic environment. The Executive Assistant will play a critical role in supporting the Dean's office and enhancing the overall effectiveness of the organization.

The incumbent will be required to exercise full independent judgment and decision-making on a consistent basis, acting as a trusted advisor and decision-maker on behalf of both the Dean and the leadership team. This position demands the ability to anticipate needs, solve complex problems, and prioritize competing interests while maintaining the highest standards of professionalism and confidentiality. The role involves:

Making strategic decisions and recommendations independently, without direct oversight, to support the Dean and leadership team in achieving departmental and institutional goals.
Handling sensitive and high-priority matters autonomously, applying expert judgment and discretion to resolve issues and navigate challenges.
Taking initiative in managing projects and initiatives, ensuring alignment with organizational objectives while demonstrating sound judgment in all actions and communications.
Serving as the primary point of contact for key stakeholders and acting independently to foster relationships, resolve conflicts, and ensure smooth operations within the team.
Anticipating and responding to the needs of the Dean and leadership team, consistently taking proactive action based on judgment and experience.

The successful candidate must be comfortable working autonomously and possess the ability to exercise discretion and independent judgment in all areas of responsibility, ensuring the Dean and leadership team are fully supported in their decision-making processes.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

Strategic partner to the Dean

Strategically organize the Dean's calendar in alignment with stated priorities, ensuring contacts and relationships with various internal and external constituencies are maintained and fostered.
Prepare the Dean for all meetings and speaking engagements. Research strategic information and coordinate requisite support resources. Capture follow-up items for response and/or closure.
Establish and manage efficient processes for timely and efficient flow of information to and from the Dean's Office with internal and external stakeholders.
Proactively resolve or escalate potential issues by calling them to the attention of the Dean, and identifying potential solutions.
Assist with writing and editing the Dean's presentations, speeches, and letters.
Support Marketing and Communications Team with Dean's social media.

Dean's Office Management

Provide comprehensive administrative support to the Dean and the Senior Assistant Dean, External Relations, which may include but is not limited to: managing and processing all financial transactions, travel arrangements, ensuring appropriate briefings, drafting correspondence and handling inquiries on behalf of the Dean and Senior Assistant Dean.
Manage and organize the Dean's email inbox, prioritize correspondence, respond to routine inquiries and flag important messages for immediate attention.
Ensure high professional standards, attention to detail, and consistent customer service in all Leavey School of Business, Dean's Office administrative functions.
In collaboration with the Senior Assistant Dean, External Relations, make judgments and decisions about priorities on the Dean's schedule, including direct and indirect access;Manage receipts, expenses, and finances related to the Dean and the Senior Assistant Dean of External Relations, ensuring accurate record-keeping and adherence to financial procedures.
Coordinate with the finance department to process invoices, expense reports, and reimbursements.
Coordinate with the Dean's Office Finance and Operations team and the University Finance office, to process contracts, purchase orders, invoices, expense reports, and reimbursements.
Maintain the organization and appearance of the Dean's office, ensuring a welcoming environment for visitors and staff.
Supervise student assistants in the Office of the Dean.
Manages the student wage budget for Dean's Office student assistants in coordination with the Sr. Assistant Dean of Finance & Administration..
Manages general administrative tasks of the Office of the Dean including ordering supplies, furniture, promotional materials, equipment, staff professional development, and other purchases/reimbursements.
Manage all events including catering, parking, room reservations, scheduling, and other logistics, collaborating with event planning teams to ensure all logistical aspects are well-organized.
Manage annual Leavey event calendar.
Handle sensitive and confidential information with discretion and professionalism.
Collaborate with marketing teams in LSB, UMC, and other departments and functional groups as appropriate to support the communications and operations activities for Leavey.

External Relations

Coordinate all fund-raising meetings for the Dean, including but not limited to, "Meet The Dean", Summer Send Offs, etc.
Research, compile and update demographic information packages and portfolios for donor meetings.
Plan and manage advisory board meetings including agenda setting, preparing materials and presentation, and taking minutes.
Develop policy, procedures and timelines for donor engagement and fundraising events.
Plan, coordinate, and execute various meetings, workshops and events hosted by the Dean or the Senior Assistant Dean of External Relations

Miscellaneous Responsibilities

Assist in preparing presentations, briefing materials, and other documents as required.
Conduct research and gather information for various projects and initiatives.
Collaborate with other administrative staff to streamline processes and improve office efficiency.
Other duties as assigned.

C. PROVIDES WORK DIRECTION

To student employees

D. RECEIVES WORK DIRECTION FROM

Dean, Leavey School of Business

E. GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.

F. QUALIFICATIONS

This job is a full-time, in-person position. 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.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Knowledge

Relevant experience in event and/or facility management, or experience in higher education (e.g. alumni, development, student affairs) highly desired.

Skills

Excellent oral and written communication skills.
Proficiency in office software (e.g., Google Office suite) and familiarity with scheduling tools.
Proven organizational skills with ability to track programming on multiple paths.
Excellent interpersonal skills with the ability to work collaboratively with diverse stakeholders.

Abilities

Demonstrated ability to function well in multi-task teams.
Demonstrated ability to initiate and manage programs independently.
Ability to work a flexible schedule, evenings & weekends, as needed
Ability to handle sensitive and confidential information with integrity.

Education and/or Experience

Bachelors degree required with a minimum of 3 years of experience in a related field.
Proven experience as an executive assistant or similar role, preferably in an academic or corporate setting.

G. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.

H. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

(Examples)

Typical office and computer lab environment.
Mostly an indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.

EEO Statement

Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

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 go to 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

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

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.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Special-Assistant-to-the-Dean_R5826