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.
ResponsibilitiesReport to the Assistant Dean of Enrollment, Assessment, and also to the Director of Business Operations. Functions will be shared between two offices. Specifically, provide administrative support for student enrollment analysis/management including assisting with monitoring students' program completion status/eligibility for credentials. Provide administrative support handling selected fiscal accounts including program budgets, food, instructional materials, and equipment purchases.
Provide administrative support for data analysis/report preparation related to enrollment trends and assesment; assist in monitoring/corresponding with students re: program completion and eligibility for credentials.
Provide administrative assistance with the management of scheduled events, meetings, and projects per Assistant Dean.
Assists in developing protocols for data collection/report preparation (e.g., Alumni survey, student survey) updating website with current statistical information.
Prepares and issues Faculty Stipend, Guest Speaker/Lecture and ICS Agreements, and Independent Consultant Agreements for KSOE programs and submits for appropriate signature. Issues Agreements between SMC and school districts for student teachers and Memorandum of Understandings for student interns and tracks signed copy of progress through Finance Office.
Responds to faculty questions regarding their stipend payment issues, status of approval, payment dates, and duration. Responds to Program Director questions regarding whether or not payment requests have been submitted by them or not.
General Accounting Duties: Works closely with Director of Business Operations to reconcile the KSOE’s account purchasing with the College, specifically expenses, invoices, etc., GaelXpress (General Ledger Audits); prepares and monitors deposits, check requests, invoices, expense reports. Tracks program expenditures against microbudgets, reviews faculty expense reports for appropriateness of charges. Provides coding of expenditures to proper GL Account. Custodian of Petty Cash and Safeway Revolving Fund. Process purchase orders for equipment and instructional materials for staff and faculty. Generate electronic requisitions on Colleague for Purchase Order Generation. Order letterhead, business envelopes, and business cards from the Print Shop.
Serve as a point of contact for selected KSOE program events (e.g. order food, venue, equipment, etc.); work closely with Sodexo.
Experience and Qualifications:Required :
High School Diploma/with specific graduated experience.
Preferred: BA, BS strongly desired
Experience : 5 years high level Administrative Support in Higher Education or equivalent/similar setting, including Events Coordination and Accounting.
Demonstrated excellence in using Windows operating systems, Microsoft Office (Word, Excel, Powerpoint, Publisher, Access), e-mail and internet usage. Demonstrated experience with data base management required, working knowledge of Access, Datatel/Colleague, Footprints and other databases (Waypoint).
Excellent communication (written & verbal) and analytical skills required. Accounting and organizational ability, ability to be discreet and work with confidential/sensitive information, ability to work independently with minimal supervision.
Work in a fast paced, high-pressure team environment; high level of reliability, creativity, and commitment to maintain high degree of confidentiality. Ability to work cooperatively and effectively with all members of a culturally diverse campus community; ability to cultivate and maintain partnerships with diverse individuals, offices and programs.
Other : Weekend work required during Commencement.
Depends on Qualifications
Application Instructions: Please apply on-line at http://jobs.stmarys-ca.edu. Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College. A complete application includes: A letter of interest and how you are prepared to support the Mission of the College A resume and an on-line application The name and contact information for three (3) professional references. Candidates who submit names of references should expect that references will be contacted, in confidence, by the College and that credentials will be confirmed prior to hire. Candidates who become finalists will be expected to sign a consent authorizing a broader inquiry. 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.