Administrative Assistant

Santa Clara University

Administrative Assistant

Santa Clara University

Department: Law School

Part Year: No

FLSA Status: Non-Exempt

Standard Hours (hours per week): 40

Position Purpose:
This position provides a wide range of administrative support to an assigned group of faculty, lecturers, and potentially academic centers and clinics within the Law School. Additionally, this position provides support for the administration of mid-semester and final exams. This is a full-time position reporting to the Manager of Law Administrative Services.

Essential Duties and Responsibilities:
1. Provide administrative support to faculty
• Maintain effective and timely communication with faculty and staff
• Proofread correspondence, exams, and course material
• Assist faculty and internal departments with the timely preparation of their exams
• Prepare and copy syllabi, class attendance sheets, and assignments
• Assist faculty with expense reporting and reimbursements
• Maintain confidential organized files and other sensitive materials
• Create and maintain assigned faculty course pages in CAMINO (the university course management system), uploading assignments, project information, presentation schedules, additional reading material, etc.
• Provide faculty with updated information regarding use of our course pages
• Arrange travel as needed2. Support faculty research and scholarship
• Provide administrative support to faculty teaching, research, and professional development
• Produce technically complex documents, including merging documents, heavily-footnoted manuscripts, and graphics, with a minimum of supervision and work direction3. Support the school’s academic centers and smaller clinics as needed
• Provide general administrative support to one of the Law School’s academic centers as needed
• Provide general administrative support to one of the Law School’s live client clinics as needed
• Participate in departmental meetings as invited to represent the department views, and appropriately inform supervisor of content4. Support the examination process (prepare, process, and distribute exams)
• Collect, format, and prepare final exams for administration
• Follow project timelines, complex processes, and keep others informed of key milestones
• Act as a cross-functional team member in department-wide administration
• Proactively work on delegated responsibilities to enhance the performance of the exam administration process5. Serve as a contact to internal and external constituencies
• Serve as contact for desk and department phones (as needed)
• Interact with faculty, students, and staff regarding inquiries and procedural questions
• Work with internal departments to ensure timely onboarding of new faculty, visitors, and lecturers
• Communicate with existing and alumni students regarding policy
• Maintain excellent contact and communication with assigned faculty and directors6. Other duties as assigned (Possibly include but not limited to)
• Continuing education in learning new university software and learning tools
• Occasional back up of the Law Administrative Services Office and the Dean’s OfficeC. 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.

Provides Work Direction:

see below

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.

Work Environment:
• The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
• Typical office environment.
• Mostly indoor office environment with windows.
• Offices with equipment noise.
• Offices with frequent interruptions.

Possess a positive and professional approach to all constituencies
Appreciation for and understanding of a Jesuit education

Strong organizational and leadership skills
Demonstrated excellence in written and oral communication skills
Strong PC and Mac skills, including Microsoft Office suite and Google Apps; willingness to learn and master new software

The ability to work independently and complete projects accurately and on time with minimal supervision
Proven ability to thrive in a multi-task, fast-paced environment, including working in a team-centered manner
Ability to prioritize and delegate with minimal supervision

Education and/or Experience:
Bachelor’s degree preferred or equivalent experience required
A minimum of two years of relevant work experience, preferably in a law school or law firm setting
Experience working in a team-based, collaborative environment

Salary Information: Up to $20.41 per hour

Close Date:

Open Until Filled: Yes

Special Instructions to Applicants:

To view the full job posting and apply for this position, go to

About Santa Clara University
Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master’s, Ph.D., and law degrees.

Distinguished by the highest retention rate and ranked second among all master’s universities in the West by U.S. News and World Report, Santa Clara University is California’s oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.

Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.

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 at 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.

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