Faculty Governance Coordinator

Saint Mary’s College of California

Moraga, CA

ID: 7067981 (Ref.No. 1960446)
Posted: July 17, 2020
Application Deadline: Open Until Filled

Job Description

Job Type: 10 months, Full time
Job Number: 2015-1602554
Location: CA 94556, CA
Closing: 7/19/2020 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.

Manage and coordinate the administrative functions of the major committees responsible for faculty governance, including providing a single point of responsibility, maintaining necessary confidentiality, insuring consistency and continuity, insuring adherence with current policies and procedures, and insuring that all required deadlines are met for the following faculty committees: Academic Senate, Undergraduate Educational Policies Committee, Graduate & Professional Studies Educational Policies Committee, Program Review Committee, Admissions & Academic Regulations Committee, Committee on Committees, Academic Administrators Evaluation Committee, Grievance Committee, Joint UEPC/GPSEPC Sabbatical Review Committee, and the Faculty Welfare Committee. Reports directly to the Chairperson of the Academic Senate.

Academic Senate:
  • Advises and mentors newly elected chairs of the Academic Senate and The Undergraduate Educational Policies Committee, the Graduate & Professional Studies Educational Policies Committee, the Admissions and Academic Regulations Committee, and the Program Review Committee each academic year in terms of standards, procedures and interpretation of Faculty Handbook requirements.
  • Provides accurate and substantial guidance to members of the faculty committees as faculty leaders change every year, thus provides continuity in the faculty governance process. Insures accurate and consistent compliance with the Faculty Handbook guidelines for Senate and committee procedures, making appropriate recommendations to improve procedures and clarify policy when needed.
  • Actively consults with academic administrators (President, Provost, Vice Provost, deans) as well as administrators in other areas, faculty, staff and General Counsel as required for faculty governance business.
  • Provide analytical/administrative support for the Academic Senate and its committees including: setting and maintaining calendars, plan meetings, record and produce accurate minutes, draft correspondence, track proposals/requests.
  • Provide administrative support for a number of committees functioning simultaneously, requiring professionalism to handle a high level of information and complexity in the coordination with constituencies across the college and providing accurate information for decision making at the most senior levels.
  • Consults with Provost's office to coordinate Academic Planning Days in the summer and spring each year.
  • Independently analyze, organize and prioritize tasks of a confidential and sensitive nature in a fast-paced environment adhering to timelines and problem solving.
  • Responsible for communication to faculty and staff regarding upcoming Senate meetings.
  • Researches, collects, and disseminates data and correspondence as appropriate for the issues before the Senate.
  • Explains and interprets policies and procedures in response to administrative, faculty, staff and departmental inquires. In consultation with the Senate Chair, convenes the Grievance Committee when necessary; informs parties involved and assists members with proper procedures.
  • Must maintain confidentiality. Proactive in ensuring all deadlines are met, consulting when appropriate, in tracking multiple projects and documents. Manages and develops the department budget. Organizes and maintains historical records, which provide a critical resource for College policy decisions.

Committees and/or subcommittees reporting to the Academic Senate:
  • Mentors the incoming chairs and supports the activities of the committees: Undergraduate Educational Policies Committee, Graduate & Professional Studies Educational Policies Committee, Admissions and Academic Regulations Committee, and the Program Review Committee.
  • Advises and supports all Senate committees, many of which are of a highly sensitive and/or confidential nature, i.e. Committee on Committees, Academic Administrators Evaluation Committee, Grievance Committee, and Faculty Welfare Committee.
  • Must consult with administration, faculty, deans, staff, the President, Provost and Vice Provosts and other Senate committees as necessary.
  • Must work with the President, Provost, General Counsel, administrators, faculty, deans, and staff.
  • Advise the Academic Administrators Evaluation Committee members each year in the process and procedures to conduct evaluations of academic administrators.
  • Consult with CaTS to ensure propoer procedures and deadlines for an on-line evaluation survey, and other technological support.
  • Assist faculty with processes regarding new and experimental course offerings, new minor/major proposals, and program review guidelines.
  • Maintains the Program Review calendar and notifies departments of upcoming reviews.
  • Create and maintain proper program binders for each program to track history of program reviews at department, dean and Vice Provost review level.
  • Maintains list of experimental course approvals and other course or minor/major proposals, tracking permanent approval deadlines.

Faculty Committee Staffing
  • Serves as a member of the executive committee of the Academic Senate, attending all meetings, assisting in setting agendas in accordance with college policy.
  • Serves as the Elections Coordinator on the Committee on Committees (CoC).
  • Mentors the Chair of the Committee on Committees (CoC), as each year the Vice Chair of the Academic Senate becomes the Chair of the Committee on Committees.
  • Implements procedures for staffing faculty committees: Manages the yearly faculty elections: sets the calendar, provides essential coordination for the faculty election process ensuring all deadlines are met, problem solving with IT Services and ensuring accurate data for eligibility decisions and on-line election process, analyze staffing and determine positions to be elected, communicates with deans and faculty regarding requirements, maintains current faculty lists to facilitate the election process, works with Office of Academic Affairs to coordinate Rank and Tenure elections, suggests changes in procedures as the need arises.
  • Follows established procedures when necessary to replace vacated faculty positions on committees and notifies appropriate faculty and administrators.

Faculty Handbook
  • Process revisions to the Faculty Handbook as a result of Senate action items, consulting with Provost, Vice Provost, Faculty Handbook Coordinator, and General Counsel when necessary. Follow-up Senate actions to insure submission to the Faculty Handbook Committee and incorporation into the Faculty Handbook.
Faculty Governance Website
  • Create and maintain the faculty governance web site for current information and suggest modifications for effective use. (i.e., keeping current the memberships of various committees, meeting schedules, current agenda, minutes, announcements, forms for downloading, and supporting documentation.)
  • Hire and directly supervise student worker(s) up to 20 hours per week for assistance with copying, distribution and production of materials for committee work, maintaining files and distribution of correspondence.

Experience and Qualifications
REQUIRED: Bachelor's Degree or equivalent experience

Minimum of 5 years experience as a coordinator or executive assistant, preferably in a college or university setting.

Skills/ Abilities:
Proven ability to work with sensitive and confidential issues. Proven ability to work independently, take initiative, and have follow-through to see tasks completed. In-depth knowledge of Faculty Handbook policies and procedures for faculty governance. Ability to take and transcribe clear and concise minutes of meetings. Exceptional analytical and problem solving skills. Excellent written and oral communication skills. Strong organizational skills and keen attention to detail. Ability to initiate, maintain, and track the institutional schedule for all faculty governance calendar of events. Ability to work in a multi-tasking, fast-paced environment. Ability to track successfully multiple items to their conclusion while adhering to deadlines.

Licenses & Certifications: N/A

Other Requirements: N/A

Supplemental Information
Application Instructions: Please apply online at http://jobs.stmarys-ca.edu. Your application is considered complete if you include the following:
  1. Resume
  2. Cover letter that specifically addresses how you meet the qualifications and are prepared to support the Mission of the College
  3. The name and contact information for three (3) professional references
  4. 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, see the website here 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

We envision a community that goes beyond tolerance of differences to one guided by social justice, cultural competence and engaged citizenship. We know we can reach greater heights of excellence by learning from diverse people.


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