Senior Administrative Assistant, Counseling

Background

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 3,100 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.

Responsibilities

This position provides essential administrative, faculty, and student support to the collection of academic programs in the Counseling Department. Provides information and support to new faculty, newly admitted students, enrolled students, and alumni; gives input on marketing and outreach efforts; serves as initial point of contact for student concerns; This position reports to the Department Chair and is a full-time 37.5 hours per week position.

• Student support

Responsible for oversight of delivery of excellent academic and support services to students, programs, and full and part-time faculty:

Responsible for assuring high quality educational experiences for multiple cohorts in leadership programs; Collaborates with KSOE faculty and staff to provide timely responses to student inquiries and requests. Refers students to campus offices (e.g., Registrar, Financial Aid, Business Office, etc.) and communicates with KSOE support staff regarding confidential and time sensitive issues raised by faculty, staff, and/or students relating to registration, billing, grades, leave of absence, add/drop, and withdrawals. This is a large part of the role, involves a high level of communication skills, customer service, interpersonal skills, and adherence to KSOE and College policies, as well as regulations and mandates such as FERPA.

• Administrative support

Assists with answering phones and email. Assists with overall departmental student staffing and collaborative work flow.

Oversee the organization and execution of smooth running program starts, orientations, program completion, and annual graduations. Assign students to their advisors and update advisor list twice a year. Request first day of class attendance lists from faculty. Monitor students' registration according to their cohort plans each semester. Assist students with submitting Special Action Petitions, leaves, independent studies, degree verification, etc.

Assist the KSOE Assistant Dean of Grad Affairs with course and class meeting date info on Building the Term for academic year and by term; verifies course enrollment rosters, student advising files, department files, cohort calendars, etc. Updates required student tracking document for grades, mandatory state / licensure testing submissions and results. Sends COE instructions. Helps to create and send out site supervisor and credential candidate evaluations. Assist the KSOE Marketing & Admissions team with updates for Website.

Clerical support, meeting minutes, and calendar maintenance as needed; Order supplies as needed. Act as liaison for the KSOE Counseling Department with AIS (Administrative Information Services).

• Budget Support

Creates and keeps accurate records for the department; Manages department operational budget. Review department budgets throughout the year and conduct year-end financials. Collaborate with KSOE budget and finance team related to expense requests and reimbursements, etc. Oversee faculty processes regarding workload, payments, contracts, and stipends.

• Admissions support

Collaborates with the KSOE Assistant Dean of Marketing & Admissions to answer prospective students’ questions regarding all elements of the Counseling Department programs, coordinate faculty/group interview scheduling, communicate interview and admissions decisions to the Admissions Office team, assist in solving outstanding issues.

• Events

Assists in preparation and all operational details (e.g. food, rooms, materials) related to events like Faculty Search (January), New Student Orientations, accreditation visit, Applicant Interviews, Learn Events, and Graduation (May). Participate in all KSOE staff and all hands meetings including fall and spring retreats.

• Collaborates with Department Chair, program directors, faculty, and staff, re: assessment, program reviews, and reports; assists with writing reports for the College’s institutional accreditation through WCSUC/WASC, and professional accreditations held within the Counseling Department (e.g., the California Commission on Teacher Credentialing, the Board of Behavior Sciences, National Assoc of School Psychologists).?Implements policies or decisions made by KSOE Dean’s Office related to scheduling, such as adding or cancelling course sections.
• Other Duties as Assigned Special projects, as needed, including KSOE or campus committees, working at Commencement in May.

Experience And Qualifications

QUALIFICATIONS:

Education: REQUIRED: BA and/or equivalent knowledge, training & experience PREFERRED: Bachelor’s Degree

Experience: (years required and applicable field of experience): 2 years

Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical) Windows operating systems, Microsoft Office, email and internet, Strong computer skills, excellent verbal and customer service skills, strong writing skills to prepare clear and concise correspondence and documentation for processes, manuals. A team player.

Supplemental Information

Application Instructions: Please apply online at

Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College

• The name and contact information for three (3) professional references.
• In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.
• A resume

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.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at

Saint Mary's College provides excellent medical, dental, vision coverage for you and your family, time off, a Tuition Assistance Plan, disability coverage – and much more.

Who is eligible for our insurance under our current policy:

Full Time Benefits: Staff employees who work a minimum of 1,560 hours per year (80% of full time non-exempt and 75% for exempt) and faculty teaching 6 or more courses per academic year.

Eligible Dependents: Legally married spouses / Domestic partnerships registered by the state and Qualifying children (up to age 26)

Participation in the benefit programs begins the first of the month following your date of hire.

Saint Mary's College provides resources to help you balance work & life and encourages healthy living through on campus classes such a yoga, provides faculty and staff access to exercise areas, and provides discounts through our benefits plans. As a member of the SMC faculty and staff you have access to the library, Hearst Art Gallery, as well as discounts to our bookstore, food services, Cultural events and activities on campus and businesses in the Lamorinda Area.

Salary is competitive with other non-profit higher education institutions and commensurate with qualifications, experience, budget and internal equity considerations. Please provide salary history and expectations.

For more information on the Benefits of Saint Mary's College, send your questions to [email protected].