Santa Clara University
Administrative Associate
Santa Clara University, Santa Clara, California, us, 95053
Position Title:Administrative Associate
Position Type:Regular
Hiring Range:
$25.24-$29.01 hourly commensurate with experience
Pay Frequency:HourlyJob Description
A. POSITION PURPOSE
This position serves as the primary administrator of assessments (principally final examinations) administered by the Law School. The position supervises staff and students, including the coordination of accessibility assessment rooms and environments. This position provides primary support for the scheduling of assessment disability accommodations under the supervision of the Assistant Dean of Assessment.
Secondary to coordinating registered disability assessment, this position provides support to the Assistant Dean of Operations and Assessment through, proctor scheduling, training, and supervision. Maintaining the Office of Assessment web presence, as well as all oversee the exam budget.
This is a full-time position reporting to the Assistant Dean of Academic Operations & Assessment.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
Administrative SupportProvide support as needed to the Law Administrative Services Office.Maintain confidential and organized files and other sensitive materials.Provide back-up support as needed to the Information Desk, Dean's or Law Administrative Services Office.Create and maintain Camino training pages.Provide the Assistant Dean with updated information regarding use of our current course page.Exam Proctor/Auxiliary Assessment Coordinator
Manage and coordinate administration of examinations for all auxiliary examinations within the law school; including but not limited to, accommodated student and rescheduled exams.Evaluate/coordinate all administrative reschedule requests and appropriately confirm or deny based on law school policies and procedure.Correspond and document all student requests for internal administrative records.Collaborate with the Sr. Program Manager to ensure that all accommodated and rescheduled students are populated within each mechanism of administration.Assist in the recruitment and training of volunteer staff support in the exam room(s)Enforce the Law School's honor code and examination proceduresWork with Law School and University departments to ensure the smooth administration of examinationsCreate and prepare auxiliary testing space(s).This includes accomodations in exam rooms and rescheduled classroomsHire and train exam room proctorsMaintain an interoffice database of accommodated students and external testing software.Hold regular proctor and exam training for all members of the Exam TeamContribute and communicate performance evaluations for students and internal exam staff.Implement policies regarding Law School examinations and other forms of summative assessment
Develop a detailed set of procedures and action plans to ensure the academic integrity of all examinations administered in Law School courses.Ensure the timely submission and preparation of examinations by faculty and lecturers.Supervise the timely production of those exams for administration.Ensure accuracy and efficiency in the examination software, building, and support processes.Manage the process by which completed exams are collected and distributed to faculty to ensure the integrity of the examination process.Proofread correspondence, published materials and other exam documentation
Documentation-Proof reading and redlining final exams for consistencyPost assessment cover sheets and distribute exam information to students prior as appropriate.Produce technically complex documents, including merging documents and graphics, with a minimum of supervision and work directionFollow project timelines, complex processes and keep others informed of key milestones of the exam periods as well as owned projectsCreate and proof exam copies as needed.Assist in the development and implementation of the exam return and review program, consistent with the expectations of faculty members, to ensure students are able to gather timely feedback
Provide outreach and advise faculty on the latest assessment feedback options in accordance with recommended best procedures.Oversee and coordinate the assessment archival processTrain and supervise administrative staff on the exam return/review preparation process as well as student interface procedures.Communicate policies to students and oversee procedures, ensuring exam integrity and faculty preferences.Attend Faculty Assessment Committee meetings as neededDevelop and launch a new return/review process integrating electronic feedback, student anonymity, and exam integrity.Assist faculty in timely preparation of exams
Assist faculty in timely preparation of their examsMaintain confidential and organized files and other sensitive materials.Communicate all exam logistics to students in a timely manner. Provide final copy of exams to faculty and the dean of assessment.Assist in the development and implementation of the exam return and review program, consistent with the expectations of faculty members, to ensure students are able to gather timely feedback
Collaborate with the Office of Assessment team to release students' exam results following the posting of final grades.Coordinate exam returns for all formative assessment with faculty and students.Maintain exam archives for a minimum of two academic yearsProvide support to individual faculty members; coordinating the return of assessment materials as deemed appropriate by the individual instructor.Exam facility and event planning
Primary responsibility for coordinating event logistics for exam return; review program, venue, and community correspondenceMedia and website announcementsServe as liaison with other law school departments including but not limited to exam team building and trainingCoordinate with a quarterly proctor and starter training.Provide administrative support to law faculty, lecturers, academic centers, and clinics, to further their teaching, research, and service-related endeavors, as needed
Maintain effective and timely communication with faculty and staff.Proofread and type correspondence, exams, and course material.Complete payment requests and reimbursements.Maintain organized files as requested.Management of confidential institutional filesArrange travel as needed.Other Duties
Maintain excellent contact and communication with assigned faculty and directorContinuing education in learning new university software and learning toolsOccasionally coordinate/provide backup for Law Administrative Services and Dean's OfficeManage student proctor budgetOther duties as assigned.C. WORK DIRECTION
Reports to Assistant Dean of Academic Operations & AssessmentCoordinate/Train Student exam proctorsCoordinate/Train Accommodated exam student proctorsCoordinate/Train Staff exam proctorsD. QUALIFICATIONS
Education and Experience
Bachelor's degree required or equivalent combination of education and experience.3-5 years relevant work experience in higher education, a law school, or law firm required.Knowledge, Skills and Abilities
Strong PC skills, including word processing, spreadsheet, databases programs, and email required; the ability to learn to use new software (such as Google Apps) is essential.Knowledge of general office procedures, standards and equipment; ability to interact and communicate effectively with faculty, staff, and students.Strong organizational skillsHigh degree of attention to detail required.Excellent written and oral communication skills.Strong collaboration and leadership skills. Ability to receive and give constructive criticism and make appropriate changes immediately.Demonstrated ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.Demonstrated ability to work independently and complete projects accurately and on time with minimal supervision.Demonstrated ability to provide administrative support to a diverse group of professionals.Experience working in a team-based, collaborative environment.Appreciation for the mission of a Jesuit University.Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.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.Prepares progress reports; informs supervisor of project status; and deviation from goals.Ensures completeness, accuracy, and timeliness of all operational functions.Develops and implements guidelines to support the functions of the unit.E. 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.F. 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.EEO Statement
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
COVID-19 Statement
The health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe, effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.
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.
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. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. 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.
Position Type:Regular
Hiring Range:
$25.24-$29.01 hourly commensurate with experience
Pay Frequency:HourlyJob Description
A. POSITION PURPOSE
This position serves as the primary administrator of assessments (principally final examinations) administered by the Law School. The position supervises staff and students, including the coordination of accessibility assessment rooms and environments. This position provides primary support for the scheduling of assessment disability accommodations under the supervision of the Assistant Dean of Assessment.
Secondary to coordinating registered disability assessment, this position provides support to the Assistant Dean of Operations and Assessment through, proctor scheduling, training, and supervision. Maintaining the Office of Assessment web presence, as well as all oversee the exam budget.
This is a full-time position reporting to the Assistant Dean of Academic Operations & Assessment.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
Administrative SupportProvide support as needed to the Law Administrative Services Office.Maintain confidential and organized files and other sensitive materials.Provide back-up support as needed to the Information Desk, Dean's or Law Administrative Services Office.Create and maintain Camino training pages.Provide the Assistant Dean with updated information regarding use of our current course page.Exam Proctor/Auxiliary Assessment Coordinator
Manage and coordinate administration of examinations for all auxiliary examinations within the law school; including but not limited to, accommodated student and rescheduled exams.Evaluate/coordinate all administrative reschedule requests and appropriately confirm or deny based on law school policies and procedure.Correspond and document all student requests for internal administrative records.Collaborate with the Sr. Program Manager to ensure that all accommodated and rescheduled students are populated within each mechanism of administration.Assist in the recruitment and training of volunteer staff support in the exam room(s)Enforce the Law School's honor code and examination proceduresWork with Law School and University departments to ensure the smooth administration of examinationsCreate and prepare auxiliary testing space(s).This includes accomodations in exam rooms and rescheduled classroomsHire and train exam room proctorsMaintain an interoffice database of accommodated students and external testing software.Hold regular proctor and exam training for all members of the Exam TeamContribute and communicate performance evaluations for students and internal exam staff.Implement policies regarding Law School examinations and other forms of summative assessment
Develop a detailed set of procedures and action plans to ensure the academic integrity of all examinations administered in Law School courses.Ensure the timely submission and preparation of examinations by faculty and lecturers.Supervise the timely production of those exams for administration.Ensure accuracy and efficiency in the examination software, building, and support processes.Manage the process by which completed exams are collected and distributed to faculty to ensure the integrity of the examination process.Proofread correspondence, published materials and other exam documentation
Documentation-Proof reading and redlining final exams for consistencyPost assessment cover sheets and distribute exam information to students prior as appropriate.Produce technically complex documents, including merging documents and graphics, with a minimum of supervision and work directionFollow project timelines, complex processes and keep others informed of key milestones of the exam periods as well as owned projectsCreate and proof exam copies as needed.Assist in the development and implementation of the exam return and review program, consistent with the expectations of faculty members, to ensure students are able to gather timely feedback
Provide outreach and advise faculty on the latest assessment feedback options in accordance with recommended best procedures.Oversee and coordinate the assessment archival processTrain and supervise administrative staff on the exam return/review preparation process as well as student interface procedures.Communicate policies to students and oversee procedures, ensuring exam integrity and faculty preferences.Attend Faculty Assessment Committee meetings as neededDevelop and launch a new return/review process integrating electronic feedback, student anonymity, and exam integrity.Assist faculty in timely preparation of exams
Assist faculty in timely preparation of their examsMaintain confidential and organized files and other sensitive materials.Communicate all exam logistics to students in a timely manner. Provide final copy of exams to faculty and the dean of assessment.Assist in the development and implementation of the exam return and review program, consistent with the expectations of faculty members, to ensure students are able to gather timely feedback
Collaborate with the Office of Assessment team to release students' exam results following the posting of final grades.Coordinate exam returns for all formative assessment with faculty and students.Maintain exam archives for a minimum of two academic yearsProvide support to individual faculty members; coordinating the return of assessment materials as deemed appropriate by the individual instructor.Exam facility and event planning
Primary responsibility for coordinating event logistics for exam return; review program, venue, and community correspondenceMedia and website announcementsServe as liaison with other law school departments including but not limited to exam team building and trainingCoordinate with a quarterly proctor and starter training.Provide administrative support to law faculty, lecturers, academic centers, and clinics, to further their teaching, research, and service-related endeavors, as needed
Maintain effective and timely communication with faculty and staff.Proofread and type correspondence, exams, and course material.Complete payment requests and reimbursements.Maintain organized files as requested.Management of confidential institutional filesArrange travel as needed.Other Duties
Maintain excellent contact and communication with assigned faculty and directorContinuing education in learning new university software and learning toolsOccasionally coordinate/provide backup for Law Administrative Services and Dean's OfficeManage student proctor budgetOther duties as assigned.C. WORK DIRECTION
Reports to Assistant Dean of Academic Operations & AssessmentCoordinate/Train Student exam proctorsCoordinate/Train Accommodated exam student proctorsCoordinate/Train Staff exam proctorsD. QUALIFICATIONS
Education and Experience
Bachelor's degree required or equivalent combination of education and experience.3-5 years relevant work experience in higher education, a law school, or law firm required.Knowledge, Skills and Abilities
Strong PC skills, including word processing, spreadsheet, databases programs, and email required; the ability to learn to use new software (such as Google Apps) is essential.Knowledge of general office procedures, standards and equipment; ability to interact and communicate effectively with faculty, staff, and students.Strong organizational skillsHigh degree of attention to detail required.Excellent written and oral communication skills.Strong collaboration and leadership skills. Ability to receive and give constructive criticism and make appropriate changes immediately.Demonstrated ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.Demonstrated ability to work independently and complete projects accurately and on time with minimal supervision.Demonstrated ability to provide administrative support to a diverse group of professionals.Experience working in a team-based, collaborative environment.Appreciation for the mission of a Jesuit University.Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.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.Prepares progress reports; informs supervisor of project status; and deviation from goals.Ensures completeness, accuracy, and timeliness of all operational functions.Develops and implements guidelines to support the functions of the unit.E. 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.F. 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.EEO Statement
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
COVID-19 Statement
The health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe, effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.
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.
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. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. 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.