Executive Administrative Assistant - TEMPORARY

Saint Mary’s College of California

Moraga, CA

ID: 7103534 (Ref.No. 3157628)
Posted: June 20, 2022
Application Deadline: Open Until Filled

Job Description

Job Type: Full Time
Job Number: 2015-1603504
Location: CA 94556, CA
Department: Vice Prov, Enrollment
Closing: 6/22/2022 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.

This position provides administrative assistance and support to the Vice Provost for Enrollment and Communications, representing the office in a professional, and confidential way at all times. Provides a seamless flow of information from College constituencies; manages daily administrative and budget business of the Vice Provost's Office, serving as initial liaison between the Vice Provost and the public while providing the first impression of Saint Mary's College and its mission to individuals who contact the Vice Provost for Enrollment and Communications. Responsible for wrangling the data and individually responding to most institutional surveys on behalf of Saint Mary's. Examples are College Board, Princeton Review, Peterson's.On behalf of the Vice Provost oversees the combined budgets of the Vice Provosts' office and the units that com rise this division.

1. Office Administrative Support

Maintain the Vice Provost's calendar, schedule meetings and organize and execute logistics (set-up, food, AV equipment, communication, etc.) for division planning meetings and other events. Coordinate equipment, computer and telephone needs with IT Services, set up conference calls & phones if needed, oversee physical maintenance and efficiencies of the office.

Assist in management of Vice Provost for Enrollment and Communications correspondence with attention to editing and proofreading letters reports, speeches, presentations, etc. Maintain files and records for the Vice Provost for Enrollment and Communications Office.

The position requires working with all levels of College faculty, staff and students, as well as trouble-shooting parent and student concerns. Works closely with President and Provost's office, Cabinet members, deans, and their administrative assistants as well as most other campus departments including College Communications, Events and Scheduling, Human Resources, Facilities, Registrar, Financial Aid, Admissions, IT Services, Center for International Programs to name a few.

Confidentiality must be maintained at all times. Often must responds to requests from Vice Provost quickly and efficiently.

2. Undergraduate Institutional Survey Coordinator

Point of contact and responsible for responding to 11+ undergraduate admissions/enrollment related surveys from surveys groups that publish college enrollment data and student offerings/services to prospective students & parents, nationally and internationally as well as impacting the ranking and rating of the Institution.

Coordinate and work closely with Saint Mary's Institutional Research staff soon after college census on gathering and completing the Common Data Set document, the foundation that guides the survey groups in their survey questions, prior to receiving first survey launch. Additionally, provide IR a document of quantitative non-Common Data Set questions that are commonly requested in surveys. Review finalized document with the Vice Provost for Enrollment and Communications making sure all are in agreement of all data before moving forward reporting process.

Per each survey, responsible for collecting additional analytical and non- analytical survey data questions from various campus constituents (library, student life, career center, athletics, admissions, financial aid, Finance and Administration office, etc.), which are of non-IR scope. This may often require frequent contact to campus constituents providing them with clear definitions and guidelines in order for their responses to be consistent and accurate given the variations in each survey's questions and are in line with other reported data from each department.

Periodically review college search sites to make sure Saint Mary's College is represented accurately. Trouble shoot publishing or data submission issues, request extension of time, clarify requests, etc. with survey group data collection managers. Report all possible issues to Vice Provost for Enrollment & Communications and offer suggestions on resolution based on research.

3. Office Management

Works closely with Vice Provost for Enrollment and Communications overseeing the non-salary Division budget. Throughout the year provides expense projections and actuals in excel, reviewing and reconciling expenses reported in GaelXpress, tracking encumbrances and proposed expenses, and offering suggestions on expense management and funding distribution.

Oversees Vice Provost's budget as well as those of the departments of the division; (Admissions, College Communications, Financial Aid, and Registrar). Works with the various department managers in Enrollment & Communications departments on managing their expenses on a monthly, quarterly and annual basis.

Responds and works closely with Controller and Assistant Controller on unique reconciling and budget impacting requests and contracts. Informs the Vice Provost of issues and when possible offer options for positive resolution.

Access web based Works to verify all Peard transactions, in the Vice Provost's Approver "awaiting sign-off' queue, are accurate and in line with expenditures. Presents transactions to Vice Provost of Enrollment and Communications in a timely manner for approval and assist in the sign-off on behalf of the Vice Provost. Responsible inputting and management of Vice Provost's Peard transactions; uploading receipts to Works, completing the steps to forward for Provost sign-off. Send out notifications to Vice Provost's direct reports reminding them of critical monthly sign-off dates for compliance.

Access web based ImageNow Workflow folders "Enrollment Services" and "AP Vice Provost" and review all invoices and Purchasing Requisitions for accuracy and confirm budget impact. Present invoices and purchasing requisitions to the Vice Provost of Enrollment and Communications for his approval and assist in the sign-off on behalf of the Vice Provost.

Prepare all vendor contracts and routing documents requested by the Vice Provost for Enrollment and Communications making sure the budget line is accurately funded and vendor provides all necessary documents. At times may contact vendor directly to address conflicts identified by college general council regarding "general condition conflicts, service provided, or billing.

4. Executes on ad hoc projects as assigned by the Vice Provost whose scope might span from intradepartmental to interdepartmental across the the division of Enrollment and Communications and finally across the campus.

Experience and Qualifications
Experience: 5+ years administrative assistant experience.
Skills/Abilities: Excellent phone and interpersonal skills. Knowledge of Microsoft Office including Excel, Word, Powerpoint.

Supplemental Information
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/stmarysjeid-d4c6d2f958d6b74dbf2468b24274cda1

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.