Administrative Assistant for Dean of Students, Community Life and Campus Housing - Saint Mary's College-California in Moraga California

Unfortunately, this job is expired as of 9/16/2013.

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Saint Mary's College-California

Moraga, California

United States

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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 4,500 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.


1. Provide primary administrative support for the Dean of Students, Community Life and Campus Housing, including but not limited to, answering phones, regularly checking and responding to email, and database management. Check P.O. Box for the Dean of Students, Community Life and Campus Housing. Serve as primary receptionist for the suite of offices: greet students who visit, inquire about their need, and forward them to the appropriate staff member. Advise and assist students in completing and submitting administrative forms and procedures. 
Organize and assist with conduct case management including the collection and dissemination of case materials. Assist with the management of the conduct database. Prepare case paperwork and the hearing schedule for each Peer Council hearing. 
Check out keys for student lock outs and/or lost keys. Perform full key check out and return procedures. 
Oversee the calendar and file management for the Dean of Students, as directed. Perform assigned projects as needed.

2. Assist with copying and preparing student discipline files for Administrative Hearings, Disciplinary Hearing Boards, and Peer Councils. Assist in the confidential distribution of student discipline information on need to know basis, i.e. Athletics, Health and Wellness, Counseling Center, etc. 
Maintain the off-campus housing list. Log roommate concerns/conflicts into the database. 
Maintain inventory of office supplies and order when requested by the office suite. Assist the Dean of Students, Coordinator of Community Life, Director and Assistant Director of Campus Housing with special projects as assigned. 
Manage the scheduling of the Community Life Conference Room.   Assist with the scheduling of Appeal Boards, Peer Councils, and Disciplinary Hearing Boards.   Other duties as assigned.

3. Run sanction completion reports (fine, counseling, health and wellness, sanction completion reports). 
Assist in maintaining the websites for the Dean of Students, Community Life and Campus Housing. 
Assist with administrative aspects of health and safety inspections, move-in and move out, room selection, room swap, and roommate assignments.    

Experience and Qualifications:

REQUIRED: High School Diploma                                

PREFERRED: Bachelor's Degree
Experience: (years required and applicable field of experience): Minimum of three years of relevant experience.
Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical)
Excellent administrative, interpersonal, verbal and written skills. Ability to relate to students, parents, faculty and staff in a courteous and professional manner. Must be customer service oriented. Demonstrated excellence in Microsoft Office and Excel. Experience with Datatel Colleague preferred and demonstrated ability to learn new software applications. Excellent written and oral communication skills. Must be able to multitask, prioritize, and manage time in a fast paced work environment.   Demonstrate knowledge and understanding of FERPA and local, state and federal statutes. Fluency in Spanish is preferred.

Other Requirements: (e.g. travel, weekend/evening work) Frequent interaction with students and staff around campus.

Salary Information

Depends on Qualifications


Application Instructions: Please apply on-line at 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.

Keyword Phrases

  • Catholic, Lasallian, liberal arts college
  • De La Salle Christian Brothers
  • committed to the educational benefits of diversity
  • Other Administrative Programs
Employment Type:Higher Education Executives
Degree Required: High School
Experience: See Job Description
Salary: Not Specified
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter