Administrative Assistant III, School of Liberal Arts

Saint Mary’s College of California

Moraga, CA

ID: 7062261 (Ref.No. 1700710)
Posted: November 8, 2019
Application Deadline: November 10, 2019

Job Description

Administrative Assistant III, School of Liberal Arts

Salary: Depends on Qualifications

Job Type: 11 months, Full Time

Job Number: 2015-1602436

Location: CA 94556, CA


Closing: 11/10/2019 11:59 PM Pacific


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.


School of Liberal Arts Administrative Assistant III

Saint Mary's College invites applications for a full-time, non-exempt Administrative Assistant III position supporting the History Department and the Justice, Community, and Leadership (JCL) Program in the School of Liberal Arts.

Position Responsibilities: The Administrative Assistant provides administrative support to two academic units, the department chair and program director for each, and their full-time and part-time faculty, students, advisory boards, and visitors.

Responsibilities include:

OFFICE: Support the work of the department and program faculty by ordering and maintaining supplies and equipment, monitor and report any facilities issues or requests; serve as the department and program liaison with the business office, facilities services, ITS, print shop, and other College offices

RECORDS and DISCRETION: Maintain confidential and sensitive department, program, and faculty records with appropriate discretion

BUDGET: Process paperwork for expenditures; monitor spending to stay within budgeted amounts and prepare regular budget updates for the chair and director

EVENTS: Organize and direct events including speakers, retreats, and symposia; plan student activities and events such as end-of-year dinners, capstone project presentations and senior assessment panels, orientation nights, and award events

MEETINGS: Coordinate faculty meetings, including taking meeting minutes and tracking action items

PROMOTION: Support the chair and director in creating promotional materials and program guides for student recruitment events; maintain the department and program websites

SCHEDULING, DATA, and PROJECTS: Support the chair and director in departmental scheduling; calendar meetings and events; provide support for department or program advisory boards; help manage section rosters and other student data related to department and program majors and minors

CLUBS: Support the organizations and clubs affiliated with the department and program

SEARCHES: Assist the department chair and program director with faculty searches

OTHER: Serve as the liaison with the KSOE/JCL Teacher Education Pathways program staff for all of the integrated teacher education tracks in JCL; be aware of the scope and nature of faculty grant activity

Position Requirements: The position requires organizational skills, the ability to prioritize, initiate, and follow-up, resourcefulness, problem solving, confidentiality, and attention to detail. The position also requires a high level of communication and interpersonal skills and the ability to act independently on assignments that are varied and complex.

Successful candidates will demonstrate the ability to work in a highly collaborative and culturally diverse environment; to develop effective relationships within the Center and across the school and other areas of the College; to participate in campus events and attend workshops and meetings consistent with professional development to meet the changing demands of the position; and to contribute to the mission of the College, which is informed, animated, and expressed through the Catholic, Lasallian, and Liberal Arts traditions.

Experience and Qualifications:


Supplemental Information:

Application Instructions: Please apply on-line at

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

2) A resume

3) 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.

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 To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Please apply online at

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