Senior Administrative Assistant
Salary: $55,000.00 Annually
Job Type: Full-Time
Job Number: 2015-1603940
Location: CA 94556, CA
Department: School of Education
Closing: 3/26/2023 11:59 PM Pacific

Background

Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation, and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning, and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.

Responsibilities
This position provides essentialadministrative, faculty, and student support to the six academic programs in the Leadership Department.Provides information and support to new faculty, newly admitted students, enrolled students, andalumni; gives input on marketing and outreach efforts; serves as initial point of contact for studentconcerns; This position reports to the Department Chair and is a full-time 40.0 hours per week position.

1. Student support
Responsible for oversight of delivery of excellent academic and supportservices to students, programs, and full and part-time faculty:Responsible for assuring high quality educational experiences for multiplecohorts in leadership programs; Collaborates with KSOE faculty and staffto provide timely responses to student inquiries and requests. Refersstudents to campus offices (e.g., Registrar, Financial Aid, Business Office,etc.) and communicates with KSOE support staff regarding confidentialand time sensitive issues raised by faculty, staff, and/or students relating toregistration, billing, grades, leave of absence, add/drop, and withdrawals.This is a large part of the role, involves a high level of communicationskills, customer service, interpersonal skills, and adherence to KSOE andCollege policies, as well as regulations and mandates such as FERPA.

2. Administrative support
Assists with answering phones and email. Assists with overalldepartmental student staffing and collaborative work flow.Oversee the organization and execution of smooth running program starts,orientations, program completion, and annual graduations. Assign studentsto their advisors and update advisor list twice a year. Request first day ofclass attendance lists from faculty. Monitor students' registration accordingto their cohort plans each semester. Assist students with submitting SpecialAction Petitions, leaves, independent studies.Assist the KSOE Assistant Dean of Grad Affairs with course and classmeeting date info on Building the Term for academic year and by term;verifies course enrollment rosters, student advising files, department files,cohort calendars, etc. Updates required student tracking document forgrades, mandatory state / licensure testing submissions and results. SendsCOE instructions. Helps to create and send out site supervisor andcredential candidate evaluations. Purchases and sets up survey instrumentsfor students to take (i.e., H-T Values surveys for EdD and GLD, and LSIfor BALOS). Coordinates with External Relations team with updates toWebsite.Clerical support, meeting minutes, and calendar maintenance as needed;Order supplies as needed. Act as liaison for the KSOE LeadershipDepartment with AIS (Administrative Information Services).

3. Budget Support
Creates and keeps accurate records for the department; Managesdepartment operational budget. Review department budgets throughout theyear and conduct year-end financials. Collaborate with KSOE budget andfinance team related to expense requests and reimbursements, etc. Overseefaculty processes regarding workload, payments, contracts, and stipends.

4. Admissions support
Collaborates with the KSOE Assistant Dean of Marketing & Admissions toanswer prospective students' questions regarding all elements of theLeadership programs, coordinate faculty/group interview scheduling,communicate interview and admissions decisions to the Admissions Officeteam, assist in solving outstanding issues.

5. Events
Assists in preparation and all operational details (e.g. food, rooms,materials) related to events like Faculty Searches, New StudentOrientations; CTC Visits; Group Applicant Interviews; the ActionResearch Conference, and Graduation. Participate in all KSOE staff andAll Hands meetings including fall and spring retreats.

6. Books and Copyright
Work with course faculty, CopyrightClearance.com, and the library repurchasing copyright clearance for requested articles and chapters madeavailable to students online in Moodle/Canvas via eRes. Communicatebook information to Bookstore staff so they stock books for purchase.

7. Other Duties as Assigned - Special projects, as needed, includingKSOE or campus committees, working at Commencement in May.

Experience and Qualifications
QUALIFICATIONS:
Education:
REQUIRED: BA and/or equivalent knowledge, training & experience
PREFERRED: BAExperience: (years required and applicable field of experience): 2Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical)Windows operating systems, Microsoft Office, email and internet, Strong computer skills, excellentverbal and customer service skills, strong writing skills to prepare clear and concise correspondence anddocumentation for processes, manuals. A team player.Licenses & Certifications (e.g. CPA, RN, etc.):

Supplemental Information

Application Instructions: Please apply online at http://jobs.stmarys-ca.edu
Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College

1. A resume
2. The name and contact information for three (3) professional references.
3. In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.
College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.
Saint Mary's College 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 Saint Mary's College Report, please go to the Public Safety website at http://www.stmarys-ca.edu/public-safety/annual-security-and-fire-safety-report-0. To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.


Please apply online at https://www.schooljobs.com/careers/stmarys





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