Adminstrative Assistant for Associated Students

Saint Mary’s College of California

Moraga, CA

ID: 7058294 (Ref.No. 1520336)
Posted: July 3, 2019
Application Deadline: August 2, 2019

Job Description

Adminstrative Assistant for Associated Students

Salary: Depends on Qualifications

Job Type: Full-Time

Job Number: 2015-1602318

Location: CA 94556, CA


Closing: 8/2/2019 11:59 PM Pacific


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.


The Administrative Assistant oversees the reception area, greets and supports students through their questions regarding Student Involvement and Leadership more specifically regarding the Associated Students (student government organization) and student club and organization administration.

Specific Duties and Responsibilities:

1. Front Office. Oversees reception area to support the
availability of a student workers who receive the public
coming into the office, answer calls and direct students to the ' appropriate Student Involvement and Leadership staff. Serve '. student organization representatives with support for their ; administrative needs, answering questions related to planning an event on or off campus, utilizing student organization budgets, or generally responding to inquiries Associated Students. Responds to all relevant voicemails or emails regarding Associated Students programs, processes or student organizations. Sends out communications to class representatives and student organization leaders on behalf of the Associated Students Executive branch.
2. Associated Student Organization Budget: Provides administrative support for the Associated Students VP for Finance in monitoring the budget process with the student organizations, communicating with student organizations on required deadlines and timelines for submitting or reconciling budgets, providing appropriate documentation for reimbursement, processing invoices/expense reports, and communicating and interpreting business office regulations to utilize budgets; developing tools for budget management online for student organizations; meeting with student organization leadership to review requirements and assist in business office communications. 3. Event Planning and Administration: Offers support to ' student organizations in administrative requirements for event planning including how to reserve facilities, resources for catering, to do list for calendaring and planning events. Maintains and revises processes when changes occur in campus policies for event management. Communicates with campus colleagues to assure that student organizations are represented in their needs and provided the best quality service.
4. Summary Reporting and Special Projects: Develops and provides Associated Students with a summary of activity with student organizations (e.g. FAQ by student organizations, # of events facilitated, key areas of challenge for student organizations as it relates to administration and access) on a quarterly basis. Receives special assignments from the Associated Student President or members of the Executive Branch (e.g. support for Associated Student Elections).

Experience and Qualifications:


Minimum qualifications include a high-school diploma or equivalent. A Bachelor's or equivalent work experience is preferred. Minimum two years of relevant experience is required.

1. Excellent computer skills, including Word, Excel, and Power-Point.
2. Demonstrated strong organizational skills. Demonstrated ability to organize workflow and administrative processes and procedures.
3. Ability to analyze situations and activities to appropriately prioritize work, to effectively manage the Dean's calendar, and to conduct business in a confidential and professional manner.
4. Demonstrated effective interpersonal skills and ability to work cooperatively with tact, patience and a clear understanding of priorities in a fast-paced, diverse and demanding environment.
5. Demonstrated strong communication skills-- both verbal and written.
6. Ability to independently apply sound judgment.
7. Prefer research and writing skill.


Supplemental Information:

Application Instructions: Please apply online at
Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College
• A resume
• The name and contact information for three (3) professional references.
• 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 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

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