Job Description

Administrative Services ManagerThis position provides programmatic and administrative support for the Office of Accessible Education (OAE). Responsibilities include supporting the OAE's front desk administrative operations, budget management (with Director oversight), administrative support to OAE Staff, planning and coordination of events and meetings, and management of purchases. Additional responsibilities include processing confidential documents, assisting in creating a responsive culture of support, support of website maintenance, tracking of student status, and creation of annual reports, co-managing student staff supervision (with the OAE Directors), overseeing AIM portal administration, and coordinating departmental communications under the direction of the OAE Director.Essential Job Duties And ResponsibilitiesAdministrative SupportCoordinate daily office functions, records management, and administrative needsCreate and support front desk protocol including but not limited to screening calls, greeting visitors, answering emails, sorting and distributing mail, and responding to general inquiries as appropriateProvide consistent in-person front desk coverage and serve as the primary point of contact for office visitors and inquiriesSupport delegated inbox workflows and assist with timely response and follow upAssist in hiring and shared supervision of student office assistantsSupport student staff onboarding, fostering positive office culture, cross-training and day-to-day guidanceSupport daily administrative operations to maintain efficient office functioningProvide administrative support to OAE Staff including assisting the directors in managing office processes, paperwork and deadlinesAssist the directors in preparing annual reports and related materialsCoordinate travel arrangements for OAE staff and guestsPerform other duties as assignedFront Desk And Constituent SupportCurrent StudentsProvides support with the OAE application processAssist with accommodation onboarding questions related to office templates, scheduling, and general documentation questionsAssists the Testing Coordinator and Accommodation Specialists with scheduling and rescheduling exams and accommodations-related meetings as neededAssists the Testing Coordinator in resolving day-to-day testing space and office issues, including printing, equipment, furniture, and computer-related troubleshootingParentsProvides general information to parents while maintaining strict confidentiality of student records and information.FacultyRespond to faculty questions and refer faculty to the appropriate OAE staff member or resource regarding OAE processes, procedures, and accommodations.StaffProvide general information to staff while maintaining confidentiality of OAE student informationBusiness Operations & Budget ManagementAssist with management of the OAE departmental budget under Director oversightTrack departmental budget expenses and maintain accurate financial recordsReconciles departmental budget and related financial records on a monthly basisOrders supplies and makes purchases as necessarySubmits expenses, reimbursements, invoice payments, student stipendsReconciles P-Card, T-Card, invoices, stipends, requisitions, purchase orders, and other related business transaction activitiesDivisional Budget Team (DBT) projection spreadsheets and related budget training materialsParticipate in DBT-related meetings and support implementation of divisional budget processes.Maintain OAE financial tracking spreadsheets and assist staff with budget tracking procedures as neededWeb Content And Digital Communication ManagementAssist in maintaining and updated OAE website content in coordination with the Deputy ADA Coordinator for Digital AccessibilityAssist in drafting and distributing departmental communications with Director oversight and approval, including OAE updates, newsletters, faculty communications, and student listserv communications.Support communication efforts that promote OAE processes, procedures, services, and resources to campus stakeholders.AIM Portal AdministrationUpdate templates and run system queries and reports as neededServe as point of contact for AIM representatives with Director oversightTroubleshoot backend system issues and coordinate system upgrades with Director oversight and guidanceAssist the Director with the configuring the portal structure and manage data transfer coordination with campus partnersTrain professional and student staff on portal navigation and confidentiality protocolsEducational Outreach & Liaison WorkAssist with education efforts and campus outreach initiativesServe as support staff for development of promotional materials for education efforts and campus outreachCollaborate with Facilities, Building Manager, Campus Safety Services, Bon Appetit, Dining Advisory Board, RSO/PSO groups, and Title IXCoordinates and participates in informational sessions, outreach events, and campus engagement activitiesEvent/Program Planning And CoordinationAssist in planning and coordinating departmental projects, programs, and eventsSupport office management-related projects, programs, and events as neededCoordinate room scheduling and event setup logistics, manage program correspondence/announcementsCompile and distribute background materials for meetings as neededAssist with facilitation and coordination of departmental events and activitiesCoordinate student staff tabling events and campus presence initiativesSafety & ComplianceAssist with maintaining compliance with Emergency Planning and Clery Act requirementsSupport development and updating of departmental safety protocols and disability-related emergency planningServe as point of contact for facility safety coordination within the Benson buildingGeneral GuidelinesInteracts effectively across all units of the university.Recommends initiatives and implements changes to improve quality and services.Identifies and determines cause of problems; develops and presents recommendations for improvement of established office management processes and practices (e.g. budget tracking, supply tracking and restocking).Elevates students, faculty and staff and feedback from OAE comment box form for improved services.Maximizes productivity through use of appropriate tools, planned training, and performance initiatives.Researches and develops resources that create timely and efficient office management workflow.Prepares progress reports as requested by OAE leadership; informs supervisor of project statusEnsures completeness, accuracy and timeliness of all office management functions.Prepares and submits reports as requested and required.QualificationsTo 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.KnowledgeDemonstrated knowledge of content management systems (e.g., TerminalFour) and ability to oversee web-based communications and departmental information architectureDemonstrated proficiency with enterprise systems such as AIM (Accessible Information Management), Workday/Peoplesoft, learning management systems, Google Workspace, and Microsoft Office Suite, with the ability to train others and manage system workflowsWorking knowledge of ADA/504 regulations, FERPA requirements, exam security standards, and higher education compliance frameworksKnowledge of budget management practices, financial reconciliation processes, and internal controlsCommitment to the mission, goals, and values of Jesuit education and Santa Clara UniversitySkillsAdvanced written and verbal communication skills, including the ability to communicate operational expectations, compliance requirements, and sensitive information clearly and professionallyStrong operational problem-solving skills, including the ability to assess risk, analyze process gaps, and implement corrective actionAbility to exercise sound judgment and authority when engaging with students, faculty, staff, administrators, and external stakeholdersDemonstrated integrity, discretion, and professionalism in handling confidential and compliance-sensitive mattersSupervisory skills, including training, performance guidance, and staff developmentAbility to manage high-volume testing operations while

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