Job Details

Administrative Associate, de Saisset Museum

Position Number: 6871633
Location: Santa Clara, CA
Position Type: Museum & Arts Administration

Administrative Associate, de Saisset Museum

Position Title:
Administrative Associate, de Saisset Museum

Position Type:
Regular

Hiring Range:

$28.03 - $33.65 / hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Please note this position is scheduled to work 30 hours / week.

Pay Frequency:
Hourly

A. POSITION PURPOSE

Reporting to the Museum Director, the Administrative Associate position at the de Saisset Museum provides administrative and general support to the Director and the professional staff team. The Administrative Associate helps coordinate and assists in providing day-to-day instruction to student Visitor Services Associates and Office Assistant employees. This position serves as the first point of contact to various internal and external constituencies, including students, faculty, staff, alumni, parents, campus visitors, museum donors and members, museum volunteers, executive guests, and other museum and gallery representatives. This position takes the lead on financial and human resource management, general administrative office and unit support, which includes master calendaring and office supplies and file management.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Financial planning and processing (35%)

Review of monthly financial data and reports for accuracy. Generate monthly reports as necessary.
Prepare accounting transactions. Review reports and ensure that financial transactions for de Saisset Museum have been recorded properly in accounting system.
Set-up of annual budget for de Saisset Museum. Analyze and prepare reports to support the annual budgeting process for the de Saisset Museum.
Codes and inputs vendor invoices and cash receipts in accordance with established SCU accounting practices.
Processes gift income and deposits; membership dues; reports endowment and quasi-endowment monthly status; handles all grant accounting transactions, reports, and monthly reporting procedures; serves as proxy manager for various P-card accounts; and manages petty cash and VIP card management.

2. General Administrative Support; Human Resource and Special Event Management (35%)

Coordinate staff and student payroll reminders and approvals. Creates and maintain employment student employment files, including new hire paperwork. Assists in organizing student training and quarterly meetings.
Drafts and edits meeting minutes, letters, proposals, reports and targeted correspondence.
Coordinates Facility inspections and maintenance work orders for entire Museum facility in collaboration with the Museum's Sr. Manager of Exhibitions and Operations.
Organizes all logistical details of Museum sponsored events and programs, including SCU class visits.
Organizes all logistical elements of University sponsored events and external events with a variety of internal and external constituents held within the Museum.
Under the direction of the Director and Senior Manager of Exhibitions and Operations, coordinates and assists with training Museum student workers (10-20 student positions).
Supports the coordination of California History Docent program meetings.
Creates and maintains databases, reports, and program materials.

Apply expert computer skills and provide trouble shooting assistance for department's computing systems.
Track project timelines and keeps others informed of key milestones.
Drafts letters and correspondence for Director as needed.

3. Provides calendaring and scheduling support for Director and de Saisset Museum team (25%)

Supports Director and museum team by handling all master calendaring functions for entire museum.
Supports and maintains year-round calendar for de Saisset Museum meetings, exhibits, programs, and tours for overall operations and management.
Schedules events (approximately 25-30 annually), California History Tours (approximately 70- 80 annually) on master Google calendar, and publicizes all museum events on university calendar.
Makes travel and housing arrangements for Director and any program guests.

4. Other Duties as Assigned (5%)

Responsible for maintaining inventory of office, event, multi-media equipment and supplies.
Collects materials for and maintains departmental collateral files.
Performs other responsibilities as needed or assigned to support the Director and de Saisset Museum team.

C. PROVIDES WORK DIRECTION

Supports hiring and training of student Office Assistants and Visitor Service Associates (10-20 student positions) by assigning and overseeing their work.

D. GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services within office environment.
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 Director of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
Prepares and submits reports as requested and required for office and administrative functions.
Develops and implements guidelines to support the administrative functions of the museum's office unit.

E. 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.

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

1.Knowledge

Demonstrated knowledge and skills in critical thinking and problem solving, methods of reasoning, writing and communication skills, combined with decision making processes.

2.Skills

Proficiency and experience in using Microsoft Office including Word, Excel, PowerPoint; Access and web-based applications including Google Drive. CLARA and/or CRM experience a plus; WorkDay experience a plus and willingness to learn new computer applications as required.
Supervisory skills required.
Demonstrated budget and analytical skills required.
Strong organizational skills and demonstrated ability to prioritize and manage multiple projects simultaneously in a fast paced, dynamic team environment.
Experience providing exemplary customer service to internal and external clients.
Demonstrated knowledge and skills in critical thinking and problem solving, methods of reasoning.
Must have good writing and communication skills, combined with decision making processes.
Experience producing written materials and final work product with attention to accuracy, grammar, and messaging to target audiences.

3. Abilities

Ability to work within a team environment and collaboratively with others as required. The successful candidate will have the ability to work effectively with students, faculty, staff, and museum constituents from a variety of diverse backgrounds.
Experience working with volunteers preferred. Successful candidate must have the ability to work with a broad range of individuals, volunteers and/or other, within a diverse multicultural museum environment.
Ability to work flexible hours when needed; and required to work pre-identified museum special events which occur on weekend and/or evenings throughout the entire academic year.
Possesses a valid California driver's license.

4. Education

Bachelor's degree and/or equivalent work experience preferred.

5. Years of Experience

Three to five years of administrative and/or accounting work experience required.

F. 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 and general office equipment.
Will be required to travel to other buildings on the SCU campus.
Will be required to travel to outside customers, venders or suppliers; for supplies related to office and museum special events.
Will be required to attend conference and training sessions within the Bay Area.

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.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.

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 visit 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

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750.

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/Administrative-Associate--de-Saisset-Museum_R7028