Senior Administrative Assistant

Saint Mary’s College of California

Moraga, CA

ID: 7199184 (Ref.No. 4838637)
Posted: December 6, 2023
Application Deadline: Open Until Filled

Job Description

Job Type

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 3,100 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 essential administrative, faculty, and student support to the collection of academic programs in the School of Nursing Provides information and support to new faculty, newly admitted students, enrolled students,

and alumni; gives input on marketing and outreach efforts; serves as initial point of contact for student concerns; This position reports to the Director of Nursing and is a full-time 40 hours per week position.

1. Student support

Responsible for oversight of delivery of excellent academic and support services to students, programs, and full and part-time faculty:

Responsible for assuring high quality educational experiences for multiple cohorts in leadership programs; Collaborates with Nursing faculty and staff to provide timely responses to student inquiries and requests. Refers students to campus offices (e.g., Registrar, Financial Aid, Business Office, etc.) and communicates with Nursing support staff regarding confidential

and time sensitive issues raised by faculty, staff, and/or students relating to registration, billing, grades, leave of absence, add/drop, and withdrawals. This is a large part of the role, involves a high level of communication

skills, customer service, interpersonal skills, and adherence to Nursing and College policies, as well as regulations and mandates such as FERPA and HIPAA.

2. Administrative support

Assists with answering phones and email. Assists with overall departmental student staffing and collaborative work flow.

Oversee the organization and execution of smooth running program starts, orientations, program completion, pinning ceremonies and annual graduations. Assign students to their advisors and update advisor list once a year. Request first day of class attendance lists from faculty. Monitor students; registration according to their cohort plans each semester. Assist

students with submitting Special Action Petitions, leaves, degree verification, etc.

Assist the Nursing Assistant Dean of Grad Affairs with course and class meeting 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 for grades. Helps assist students with BRN requirements related to signing up to take NCLEX and required background checks. Assist the Nursing Marketing & Admissions team with updates for Website.

Manages paper work needed for Public Health Nursing applications for the BRN Oversees faculty Health and Safety requirements, CEU monitoring and background checks in alignment with the BRN regulations. Oversees uniform, patch, lab coat and lab bag ordering and distribution. Ensures faculty have lab coats with approved SMC logo and tittle. Ensures all faculty and staff have school ID that matches BRN requirements. Clerical support, meeting minutes, and calendar maintenance as needed;

Order supplies as needed. Act as liaison for the Nursing Counseling Department with AIS (Administrative Information Services).

3. Budget Support

Creates and keeps accurate records for the department; Manages department operational budget. Review department budgets throughout the year and conduct year-end financials. Collaborate with Nursing budget and finance team related to expense requests and reimbursements, etc. Oversee faculty processes regarding workload, payments, contracts, and stipends.

4. Admissions support

Collaborates with the School of Nursing Director, Assistant director and Marketing & Admissions to answer prospective students' questions regarding all elements of the School of Nursing Department programs, coordinate faculty/group interview scheduling, communicate interview and admissions decisions to the Admissions Office team, assist in solving outstanding issues.

5. Events

Assists in preparation and all operational details (e.g. food, rooms, materials) related to events like Faculty Search, New Student Orientations, accreditation visit, Applicant Interviews, Pinning, Graduation (May). Participate in all School of Nursing staff and all hands meetings including fall and spring retreats. Participate/coordinate Nursing students 2 day orientation (2 times a year). Coordinate Brown bag meetings for prospective nursing students. Oversee TEAS testing. Proctor ATI exams

throughout the year.

6. Collaborates with Nursing Director and, academic directors, faculty, and staff, re: assessment, program reviews, and reports; assists with writing reports for the College's institutional accreditation through WCSUC/WASC, and professional accreditations held within the School of Nursing (e.g., The Board of Registered Nursing, CCNE). Implements policies or decisions made by the director of the School of Nursing related to scheduling, such as adding, changing days/time or cancelling course


Education: REQUIRED: BA and/or equivalent knowledge, training & experience

PREFERRED: Bachelor's Degree

Experience: (years required and applicable field of experience): 2

Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical)

Windows operating systems, Microsoft Office, email and internet, Strong computer skills, excellent

verbal and customer service skills, strong writing skills to prepare clear and concise correspondence and

documentation for processes, manuals. A team player.

Salary Description 56,000 - 65,000 annual

To apply, visit


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