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.
ResponsibilitiesUnder the general direction of the Academic Services Director, the Academic Services Manager carries out all administrative, organizational and operation functions of Graduate Business Programs. The Academic Services Manager will plan, organize and manage all aspects of student, faculty and external partner services and activities under the direction of the Academic Services Director. This includes implementing new student and faculty initiatives for a higher quality program experience.
Manage academic support services by organizing, maintaining and updating all aspects of student and faculty communication, support services and program delivery. Coordinate and finalize the Graduate Business Programs Academic Calendar, faculty class schedules, classrooms, and remote campus facilities management. Act as the primary liaison to work with remote campus sites to manage classroom needs and monitor and approve off- campus facility invoices. Act as key communication liaison with campus facility services including communicating quarterly class schedules and room needs and any class meeting date changes. Work with faculty on classroom problem solving – logistics issues, faculty issues, and student issues. Manage campus black-out date logistics including coordinating alternative class meeting dates, classrooms and communication to students and faculty. Assist faculty with course materials and coordinate new faculty on-boarding with regard to course materials and guidelines and student communications. Communicate and manage student service issues with the class representatives and communicate directly via e-mail with students on all pertinent academic and program support issues.
Management of communication plan with newly admitted students on all aspects of on-boarding as an SMC student. Preparation and delivery of materials for new students including new student welcome packets; student course registration; CaTS set up information; manage and update all student rosters, bios and photos; international student processing and student tracking; and access to smcmba.com. Coordinate new student scholarship disbursement, tracking and communications. Planning and implementation of quarterly New Student Orientation and Closing Sessions.
Preparation and coordination of GB graduation processes including communication to graduation candidates on all stages of candidacy, maintaining current candidacy forms and tracking forms distribution and completion. Completion of academic records check for each program and identification of students for academic honors. Document all course waivers, transfers and concentrations for the PMBA candidates to make sure degree requirements are met for each program. Coordinate with the SMC Registrar's Office for the final completion of each degree. Coordinate annual commencement communications to students, faculty and staff. Assist Academic Services Director in managing annual commencement planning and implementation for Graduate Business.
Manage and update smcmba.com to be used as the primary platform for all courses, course materials, student and faculty information, and SMC campus links. Maintain student service forms and track processes for quarterly student course registration, course drop/add, Leave of Absence requests, course transfers and waivers, and manage transfers between cohorts. Prepare all student correspondence including academic performance letters, general Graduate Business communications and letter requests from students for tuition reimbursement, enrollment verification and program completion. Interface with other SMC campus departments to provide student services including submitting, monitoring and confirming grade changes, resolving student record inaccuracies, clear Business Office holds, Financial Aid verification of enrollment, and tracking of international students to meet federal reporting needs.
Plan and coordinate GB student processes and services designed to enhance the quality of the student experience. Plan and implement Class Closing event once a year for summer quarter candidates. Coordinate food service or other executive level services for the EMBA programs. Administer and track student surveys including new student surveys, EMBA council exit student surveys and other entry and exit surveys.
Manage SMC student workers including job posting, interviewing and on-boarding. Manage, track and communicate work schedules. Coordinate the student log, assignments and priorities. Act as a main point of contact for student worker communication. Review timesheets for accuracy and provide feedback and direction.
Plan and coordinate PMBA Professional Development Program. Maintain master schedule of all Grad Business Programs events. Act as the primary point of communication with event speakers and event logistics including room reservation, logistics, materials, and food arrangments. Oversee all event communication to students, faculty and staff. Assist Executive Director of Finance and Administration with contracts and invoice payments.
Experience and Qualifications:
Preferred: Undergraduate Degree
Program management and delivery experience.
Strong program management; strong communication, organization and computer skills including MS Office, MS Access/Outlook, Database Management and Internet skills. Ability to handle multiple tasks simultaneously, establish priorities, and work in an organized manner. Ability to work cooperatively and effectively with all members of a multi-culturally diverse campus community and student/faculty body. Ability to work independently as a self-starter and as a team member.
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.