Administrative Assistant - Center for Writing Across the Curriculum & IC Coordinator

Saint Mary’s College of California

Moraga, CA

ID: 7107895
Posted: August 11, 2022
Application Deadline: August 14, 2022

Job Description

Administrative Assistant - Center for Writing Across the Curriculum & IC Coordinator


Job Type: Full Time

Job Number: 2015-1603532

Location: CA 94556, CA

Department: School of Liberal Arts

8/14/2022 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.

Saint Mary's College of California is seeking a skilled Administrative Assistant (11-month position) to provide support to the Center for Writing Across the Curriculum (CWAC) and the Collegiate Seminar (SEM) Program. This person will report directly to the CWAC Director and the Informal Curriculum Committee Chair, and support the Program Services Manager in the SEM program (as needed). The Administrative Assistant will be responsible for executing a variety of duties and working with a diverse group of internal and external constituents. The ideal candidate is highly self-motivated, organized, energetic, detail-oriented, demonstrates sound judgment, and possesses excellent written and oral communication skills. The role requires someone capable of managing their workload and prioritizing tasks in a fast-paced environment. This is an excellent opportunity to join a high-performing, collaborative, and evolving team.

The Administrative Assistant position will support CWAC (approximately 80% of the time) and theSeminar Program (approximately 20% of the time), reporting to the CWAC Director and InformalCurriculum Committee (ICC) Chair, and assisting the Seminar Program Services Manager (as needed)to monitor and maintain operations. The assistant creates and maintains databases, surveys, and reports;communicates in writing; helps with marketing; helps the Director and ICC Chair monitor studentworkers; manages event and staff travel logistics; monitors budgets; monitors and reports any facilitiesissues; and helps manage the front desk.

1. Scheduling (CWAC, ICC): The administrative assistant will coordinatestudent worker schedules, coordinate teaching assignments, substitutes, andscheduling; The role will help organize workshops (CWAC, ICC),coordinate schedules for faculty meetings (CWAC, ICC), process andmaintain confidential records and assist with other services determined bythe Director and ICC Chair.

2. Assessment Projects and Reports (CWAC, ICC, SEMM): TheAdministrative Assistant will maintain front-desk databases with studentsign-in and staff member information and reflections, create surveys anddatabases and compile usage statistics and other data into reports.

3. Promotional Material and Website (CWAC, ICC): This role will helpprepare regular promotional materials for office hours, schedules, ICCprogramming, and special events. They will communicate with otheroffices across campus about services and events and help create and editwebsite content.

4. Events (CWAC, ICC): This role will assist with planning andcoordination of events, including budget monitoring, facilities/spacereservations, catering, and media services. Provide on site support forpresenters.

5. Office management (CWAC): This position will maintain officeequipment and purchase supplies as well as monitor and report facilitiesissues or requests.

6. Front Desk Management for CWAC): The Administrative Assistant willserve as the point of contact for appointments, sessions, and resources forthe programs. Respond to phone and email. Assist with schedulingadvising sessions and assign drop-in students to Writing Advisors.For both programs, during peak intervals this position will respond tostudents and faculty calls, assist students signing in for appointments ordropping in for sessions. Help students and staff members needingimmediate attention, such as printing or other administrative support.

Experience and Qualifications

Education: REQUIRED: High School diploma, plus 2 years of college

Experience: (years required and applicable field of experience): Preference for a minimum two (2) years of experience providing high quality administrative and office support; experience in higher education or similar settings, experience handling complex in-person and phone inquiries, often multiple at a time; experience interacting in a calm, supportive and professional manner with diverse and culturally diverse group of faculty, staff and students; ability to handle last-minute, emergency, and unexpected requests in a calm and professional manner.

Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical) The idealcandidate will have demonstrated excellence in using Google suite, Windows operating systems, Microsoft Office,and email. This should include significant experience working with databases and knowledge of and/or motivationto learn computerized scheduling programs. Further the individual should have experience handling purchasingand ordering supplies, materials and equipment with an ability to handle multiple tasks and assignments whilemeeting demanding deadlines and remaining calm under pressure. This role will establish priorities, work in anorganized manner with emphasis on detail and accuracy and possess the capacity to work independently withoutclose supervision and as a member of a team and seek consultation when necessary. The candidate should havea high level of reliability, creativity and commitment to maintain confidentiality and show the ability to workcooperatively and effectively with all members of a culturally diverse campus community. The individual shouldhave an understanding of academic policy and administrative operations with the skill to cultivate and maintainpartnerships with diverse individuals, offices and programs which leads to an understanding of and commitmentto further the College's mission. The person should be able to respond immediately, kindly, and effectively to theflow of traffic, even during high-volume times when there might be multiple clients in a crowded space expectinga multiplicity of types of service.

Other Requirements: (e.g. travel, weekend/evening work)Occasional evening and weekend work in support of special events

Supplemental Information
Application Instructions: Please apply on-line at

1) Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College

2) A resume

3) 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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