Administrative Assistant for Academic Services

Saint Mary’s College of California

Moraga, CA

ID: 7122099
Posted: January 25, 2023
Application Deadline: February 26, 2023

Job Description

Administrative Assistant for Academic Services

Salary: $27.00 Hourly

Job Type: Full-Time

Job Number: 2015-1603890

Location: CA 94556, CA

Department: Academic Services

2/26/2023 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.


Under the direction of the Associate Vice Provost for Academic Success, the administrative
coordinator oversees the daily affairs of the Student Success office, coordinates and plans events for
the academic success offices (e.g., The Advising Office, High Potential Program), organizes
documents and files, supports the communication of official academic notifications (e.g. academic
probation letters), facilitates scheduling and communication for the Academic Honor Council, and performs other duties and special projects as assigned.

1. Student Success Office - Oversees daily affairs of the office including
office reception and organization; logistics for campus guests; catering
arrangements; meeting scheduling, room reservations, and set up; and
supporting the Associate Vice Provost and other staff maintaining an office
calendar, keeping files and supplies organized and up-to-date in Google
Drive, running errands; updating web pages and adding web content; loan
and inventory of the Madden books; communicating with other campus
offices and services; and coordinating with Student Success Coordinator to
engage student workers in tasks, projects, and/or events.

2. Events - Coordinates and plans events for the academic success offices,
including space reservations on campus, facilities requests, catering
arrangements, handouts or promotional materials, and other event supplies
and logistics. This includes monthly, annual and occasional events for The
Advising Office, Success Coaches, and High Potential Program, such
WakeUp Wednesday, major exploration events, faculty advising training,
the major declaration celebration for first-years, etc. The admin asst will
also assist with events programmed jointly between departments such as
new student orientation and FYAC Friday. In summer and January, they will support the Director and Associate Director in coordinating the transfer and
first-year student onboarding and registration process.

3. Academic Honor Council
-Receives reports of academic dishonesty and generates notifications, and
maintains records for the Academic Honor Council process.
-Supports student co-chairs and Assistant Director of Student Success in
facilitating students through the process by directing questions, scheduling
hearings, appointments with coaches, organizing documents, and
managing the budget/expenses.

4. Academic Probation and other official Academic Notifications
-Receive reports then prepare and send out official academic notifications
from the division of Academic Success, including undergraduate and
graduate probation letters, academic appeals, and other academic
notifications (Title IX, emergency/medical, and other extenuating
circumstances) as needed.
-Maintain records of students on and off probation; coordinate records
with Registrar and Financial Aid.

5. Budget and Business Office transactions
- Manage Business Office transactions and track budget expenditures.
- Process faculty and staff stipend requests and keep records for summer
registration team and transfer advisors.
- Process faculty and staff reimbursements and interdepartmental transfers.
- Track and process student wages, federal work study wages, peer mentor
scholarships, bookstore scholarships, and course materials funds.

6. Professional Development??
-Attend training and workshops on-campus or externally, which are required or
recommended for frontline staff interacting with students as a supervisor and in
office reception.
-Explore opportunities for personal and professional growth, such as serving on
committees or participating in training and experiences that fall outside this
position but may build related competencies and skills, or a broader range of
experience and cross-training needed to pursue future opportunities.

7. Other Duties and Special Projects as Assigned
- Performs tasks and special projects as assigned. Examples include scheduling
interviews, file management, documentation of office processes.

Experience and Qualifications



Experience: (years required and applicable field of experience): 2-3 required, 5 preferred

Supplemental Information
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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We envision a community that goes beyond tolerance of differences to one guided by social justice, cultural competence and engaged citizenship. We know we can reach greater heights of excellence by learning from diverse people.