Administrative Assistant III- Career Center - Saint Mary's College-California in Moraga California

Unfortunately, this job is expired as of 4/18/2014.

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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.


·      The Administrative Assistant is a member of the Career Development Center staff which reports to the Vice Provost of Undergraduate Academics. The Career Center provides opportunities for students to discover their interests, values, and skills and therefore make meaningful choices in various aspects of their lives: academic, career, service and life planning. Guided by the philosophy that career development is a lifelong process of exploration and decision-making, our mission is to provide innovative programs and comprehensive services in a supportive and positive learning environment. Every undergraduate, graduate student, and alumnus served has the opportunity to engage in self-exploration and develop career management skills. This approach fosters self-confidence and clarifies the values on which to build a successful and productive life and a life that responds to the needs of society.

·         Provide administrative support for department of eight; duties include word processing, assisting with on-campus interview needs, career events, workshops, career fair, and creating flyers/marketing materials, etc.

·         Participate in the Administrative staff meetings and collaborations within the other Student Success units. Maintain Career Development 3 year calendar in collaboration with the Vice Provost of Undergraduate Academics. Attend professional development seminars/conferences as sponsored by the Vice Provost of Undergraduate Academics. Collaborate and monitor with the Director of the Career Development Center and the Student Success Office Manager the budget for the Career Development Center.  

·         Daily administration and customer service/troubleshooting support of GaeLink, our job/internship postings website and career management system. Includes approving and posting jobs, making announcements, calendaring events/workshops, pulling analytics, running data reports and other related functions.

·         Administer and update Career Center website on a regular basis

·         Update Facebook page/other social media as necessary

·         Check and answer voice mail and channel phone calls and voicemails appropriately and monitor “careers” email inbox multiple times per day

·         Greet all visitors to the Career Center, interact frequently with college-aged students and employers  

·         Assess student needs and direct them to the appropriate counselor or resource in the Career Center

·         Apprise counselors of scheduling needs to ensure full coverage at critical times of year

·         Schedule appointments (using Google Calendar) for all department members

·         Maintain the schedule of  workshops on website and master calendars of the department

·         Hire, train, schedule hours, supervise, approve timesheets and monitor student wage line for all student aides

·         Monitor office supplies budget line, order and purchase office supplies and other requirements for the Career Center

·         Keep  records on alumni and sponsor payments and track expiration dates

·         Submit appropriate work orders to maintain facilities and technical resources for department

·         Collect and compile monthly reports from all staff and deliver to Director

·         Compile annual report, job postings reports and keep stats of student usage of the Career Center

·         Take notes and type minutes at monthly staff meetings, retreats, etc.,

·         Ensure that office is kept tidy and clean, including kitchen

·         Other duties as assigned


Experience and Qualifications:

     ·         High School Diploma required. Bachelor’s or AA degree preferred.  Experience working within higher education settings a plus.

·         3-5 years experience in administrative assistant capacity or similar work experience

·         Strong attention to detail and organizational skills are essential

·         Advanced computer skills (Word Office Suite) and ability to create marketing pieces

·         Experience with technology including database or program management software

·         Expertise with Adobe In Design or similar publishing software  preferred

·         Advanced knowledge of  social media, i.e. Facebook, LinkedIn and Internet

·         Excellent writing, proofing, and public relations skills

·         Ability to multi-task and work in a fast-paced environment with frequent interruptions, e.g. office traffic/phone-calls

·         Demonstrated ability to work effectively and collaboratively in a team environment

·         Commitment to the values and mission of Saint Mary’s College of California in a manner that respects the College's Catholic, Liberal Arts, and Lasallian traditions



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

  • Administrative Assistant III- Career Center
  • Catholic, Lasallian, liberal arts college
  • De La Salle Christian Brothers
  • committed to the educational benefits of diversity
  • Career Counseling and Placement
Employment Type:Administrative Staff
Degree Required: High School
Experience: See Job Description
Level of Job: Other
Salary: Not Specified
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter