Administrative Assistant

Location: Santa Clara, CA


  • Coordinating office coverage, greeting guests, handling and referring incoming calls, opening and distributing incoming mail and other correspondence, maintaining office supplies, coordinating arrangements for food and beverage service, and coordinating related office support service
  • Supervises the student assistants
    Provides general administrative support to all staff in the Provost Office
  • Maintains the general filing and retrieval systems for the Office of the Provost
  • Assists with the composition of routine correspondence and the preparation of presentation materials
  • Contributes to establishing and maintaining a tone of high service quality and proper decorum in the Office of the Provost
  •  Provides support for the appointment and promotion of librarians and other academic staff handled through the Office of the Provost in accordance with applicable University policies and procedures, including letters of appointment and related correspondence
  • Provides support for the issuance of employment agreements for coaches in accordance with applicable University policies and procedures
  • Provides support for the processing and approval of staff position reviews and staff personnel requisition
  • Maintains administrative/executive, academic, coach, and other staff personnel files in the Office of the Provost
  • Support for Financial Planning and Management
  •  Manages the financial transactions for the Office of the Provost, including maintaining appropriate financial records and preparing periodic reports as required
  • Maintains budget and financial management records and files for the Office of the Provost
  • Assists with analysis and the preparation of reports to support the annual budgeting process for the Provost’s areas of responsibility
  • Provides support for the annual macrobudget and microbudget processes



  • Demonstrated knowledge and skills in critical thinking and problem solving, methods of reasoning and conceptualization, writing and communication skills, and decision making processes
  • Ability to conduct analyses and prepare related reports and documents
  • Proficiency with Microsoft Office, Power Point, Visio, and web-page software
  • Proficiency with electronic mail and scheduling software
  • Familiarity with PeopleSoft financial system software (or an equivalent) and database management software
  • Proficiency with the processing of financial transactions and basic bookkeeping