Associate Director, Academic Services

Saint Mary’s College of California

Moraga, CA

ID: 7107431 (Ref.No. 3309780)
Posted: August 5, 2022
Application Deadline: September 5, 2022

Job Description

Associate Director, Academic Services


Job Type: Full Time

Job Number: 2015-1603473

Location: CA 94556, CA

Department: School of Economics & Business

9/4/2022 11:59 PM Pacific


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 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.


Reporting to the Associate Dean of Graduate Business and Global Programs, the Associate Director of Academic Services provides administrative support for all Graduate Business and Global Programs. The Associate Director of Academic Services will assist with all aspects of student management and faculty support and act as a liaison with SMC campus departments for all Graduate Business Programs. The Associate Director of Academic Services together with the Associate Dean for Graduate Business, is responsible for developing a comprehensive strategy to support the internationalization of Graduate Business Programs, including developing, implementing and managing new graduate degree and certificate programs with a global or international focus as well as executive development programs.

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

a) Responsible for assuring high quality educational experiences for cohorts and programs in multiple locations,

b) Responsible to initiate and oversee programs to address student concerns,

c) Oversee registration, enrollment and grading processes for students, as well as oversee faculty support (including text book ordering, classroom services, and Organize and execute the smooth running of quarterly New Student Orientation sessions and commencement.

Assists Associate Dean of GB in providing administrative support for all Graduate Business Programs. Assesses the needs and initiates developing and implementing policies and procedures for student management and faculty support. Works with the Associate Dean of Graduate Business on developing new faculty and student initiatives for a high quality program experience. Assists in developing new policies and procedures for both faculty and students to increase efficiency and provide greater levels of customer service. Makes updates to the Graduate Business Student Guide and to ensure consistent messaging and use by both faculty and students. Prepares Graduate Business quarterly student enrollment reconciliations, coordinates and prepares quarterly student course registration. Acts as a liaison with the SMC Office of the Registrar, SMC Business Office and other campus offices on all Graduate Business activities. Delivers on all student registration, transfer, program completion and program coordination issues for Graduate Business.

Provide daily operational oversight and direction for the departmental staff responsible for the delivery of academic services. Train and guide staff to better business practices and team building. Develop a program of office automation and procedures to enable quality assurance.

Oversees all quarterly student registration- processes and components including:

Update BTT in coordination with ED and Registrar.

Update Schedule Types/Location and Student Types quarterly.

Review billing with Business Office.

Add Career Advantage Series GMAN 363 courses.

Add CPT and Independent Study courses as needed on a quarterly basis.

Continued the process of the schedule type, student coding and all of the registration systems so that the registration process for all GB students was as easy as possible.

Academic Plans-all programs.

Track GB students tuition Reimbursement and produce letters each quarter.

GPC Meeting-aware of the administrative needs of old and new programs (especially new ones).

Conditional Admits-AACSB mandated documentation preparationTrack academic probation and work with students to assist with necessary resources for academic success.

Oversea the planning and implementation of all Graduate Business travel courses and SMC Global Exchange Programs.

Direct the planning and implementation of all new Graduate Business Programs including coordination with SMC administrative offices; Registrar, Business Office, Financial Aid, It Services and facilities planning.

Experience and Qualifications


Education: REQUIRED: Bachelor's degree required, preferably in business, social science, or related field.


Experience: Five years work experience in program management in higher education and experience with customer service activities or service/quality assurance.


Experience with managing graduate business programs highly desirable; outstanding verbal and written skills, including public speaking skills. Ability to work independently and as a member of a team. High level of initiative; outstanding organizational skills and ability to prioritize and manage multiple projects/deadlines. Familiarity using Windows operating systems, Microsoft Office (Word, Excel, Powerpoint, Access, spread sheets etc.), email and internet usage. Experience working with databases. Ability to work cooperatively and effectively with all members of a culturally diverse campus community; ability to work independently and as a team. Understanding of and commitment to further the mission of the College.

Supplemental Information

Supplemental InformationApplication 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

• A resume
• 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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