Detailed Job Description
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.
ResponsibilitiesThe Assistant to the Vice Provost provides high-level confidential administrative support directly to the VPSL. Serves as the primary point of contact for the Student Life office and for the Vice Provost; manages the Vice Provost's calendar; provides quality customer service to students, parents, campus colleagues, community and external callers. Assists in development of Student Life department and division budgets. Communicates with division deans, directors and staff on behalf of the VPSL. Handles a broad range of complex and confidential inquiries. Manages special assignments and projects. Enhances the operational efficiency of the central Student Life office and meets the goals and mission of the department, the Student Life division and the College.
Administrative: Provide direct confidential administrative support. Provide research for and manage special projects. Manage VPSL's calendar, schedule one-on-one staff and committee meetings and arrange logistics for meetings. Prepare SL Leaders meeting agendas, take and distribute meeting minutes. Assist with Student Life searches by completing staff postings, reviewing applicant documents and synthesizing data, prepare materials and scheduling interviews and campus forums. Review all Business Office documents for accuracy/policy compliance for VP approval. Assist deparment heads, deans and directors on administrative needs and advise on problems. Maintain up-to-date electronic and hard copy files and VPSL committee binders. Organize division-wide meetings, retreats and morale-building events.
Budget Responsibilities: Assist with budget development, track expenses for Student Life and division units. Monitor balances, request budget transfers, journal entries. Identify problem areas and resolve issues. Prepare special reports, research budget details. Request information on and monitor restricted funds and enhancement gift lines from budget officer and assistant controller. Maintain year-end reports for the SL division and assist Associate Dean with publication of annual report. Respond to Business Office inquiries on expenses and resolve discrepancies, coding errors.
Serve as primary point of contact for VPSL and Office of Student Life: Handle phone calls, visits and act as information resource for students, Student Life deans/directors, staff, parents. Interpret policies, regulations and procedures to staff. Research and respond to inquiries, including follow-up with colleagues in other departments for resolution of problems, issues. Compile division information and edit sections of college catalog, faculty/staff/ handbooks, and division website.
Oversee SL Professional Development Fund (PDF): Review and revise policies and procedures for PDF administration. Review requests for funding and revise requests as needed for policy compliance. Notify requestor and supervisor of approved funding detail. Monitor expenditures and fund balance.
Office Manager: Establish and maintain office procedures and policies to improve efficiency. Complete monthly purchase card distribution report for VPSL. Maintain division roster and contact list. Maintain office and conference room supplies. Coordinate service through Help Desk, Facilities Services, Events and Conferences, Sodexo. Develop and update organization charts. Initiate and process purchase requisitions and vendor contracts. Schedule use of SL conference room and manage key distribution to authorized groups. Hire, train and supervise student assistants.
Serve on search committees and other campus assignments per VPSL request.
Experience and Qualifications:Education: BA/BS Required
Experience: 5 years of executive administrative support, preferably in higher education setting; or equivalent combination of relevant education and/or experience.
Skills/Abilities: Ability to work in a fast-paced office. Knowledge and facility with MS Office Suite, electronic calendaring, email. Excellent oral and written skills. Ability to maintain confidentiality, utilize sound judgment and decision-making. Must be resourceful and proactive in 'finding the answer' to unusual/unique situations and challenges. Ability to learn and practice internal college policies and procedures. Excellent experience with budget preparation, monitoring and accounting. Strong attention to detail. Ability to work collaboratively with colleagues across campus. Ability to communicate effectively with students, parents, colleagues, administrators and faculty. Knowledge of or ability to learn internal college software programs for budgeting and reconciliation, human resources management, and monitor student data.
Other Requirements: Some weekend or evening work may be required.
Depends on Qualifications
Application Instructions: Please apply on-line at http://jobs.stmarys-ca.edu.1) Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College2) A resume 3) The name and contact information for three (3) professional references. Candidates who become finalists will be expected to 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.