Executive Administrative Assistant to the Provost

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.
The purpose of the position is to support the Provost and Vice President for Academic Affairs, to administratively support the Rank and Tenure Committee and Board of Trustees Committees (e.g., Academic Affairs & Enrollment), and to manage and coordinate all Academic Affairs' events. The level of independent judgment, confidentiality, and responsibility is of the highest caliber and requirement.
1. Provost Calendar - Administers and manage Provost's appointments:
Creates the Academic Affairs Master Calendar, reflecting meeting dates for all the Provost Committees, Council of Deans, CCIE, Full-Day Retreats, Provost Budget and Planning, Provost Facilities Committee, etc. Directly contacts Board of Trustees chairs of Academic Affairs & Enrollment (AA&E) and Student Life Subcommittees to schedule the meetings adhering to timeline set forth by the President's office. Keeps apprised and communicates with WASC regarding the Provost's Commissioner meetings. Coordinators with Vice Provosts' and deans' offices to schedule 1:1 monthly meetings. Provost has remained a member of the Board of ACE, with meetings scheduled a couple of times per year and impacts dates on her calendar. Phone calls need to be scheduled with consultants, Board of Trustees' committee chairs, WASC for preparation of upcoming meetings. Open Student Hours for the Provost has become a routine weekly meeting.
The challenge is the number of constituencies, the number of institutional events, the President's meetings the Provost is involved in, the Cabinet meetings, Budget Committee, IEC, WASC meetings. Constant schedule changes with events and individuals are on occurrence and need to be handled professionally and confidentially.
2. Event Coordinator for Academic Affairs events: Administers and manages all Academic Affairs events including all logistics. Five Academic Affairs' annual events are particularly sizable and include: All Faculty Day, Academic Planning Day, Fall Faculty Recognition Dinner, Professor-of-the-Year Reception, Greatest Conversations, EAB, Assessment Forums, Provost Lunches with Faculty and Staff, and the Faculty End-of-the-Year Dinner. In preparation for the annual fall Faculty Recognition Dinner and after faculty citations are received, the position is responsible for creating a 30+ page program, using Photoshop or Adobe that reflects all faculty receiving awards for that year. Annual gifts are chosen and ordered, menus are selected and floor layouts are communicated to Sodexo. This position coordinates food/beverage for all the Council of Deans, the Rank and Tenure Committee weekly meetings, the CCIE meetings, and all the Provost annual Retreats twice per year, as well as the Board of Trustees Subcommittee meetings.
Administers and orders all media requests for all above meetings. Communicates with Provost's consultants, Board of Trustee Subcommittee chairs to assess what is required, e.g. extensive media.The building of respectful relationships with Sodexo, Facilities and Media Services is of the utmost importance to getting things done.
3. Rank and Tenure Committee - There is no higher level of confidentiality required than the R&T Committee Letters communicated to faculty. These letters directly impact faculty's careers. This position administers and manages all Rank and Tenure Committee faculty letters sent to each faculty candidate for Interim Reviews, Tenure, Promotion and Pre-Professor Reviews. This is highly confidential and requires constant updates with and to the R&T Committee chair to keep the chair apprised of the status of each case letter. The Committee requires a minimum of two drafts and approval of each of the nine members of the Committee at each of the two stages to finalize each candidate letter. Responsible for uploading confidential documents such as, letters of support and peer observations on candidate cases in Interfolio. When Committee letters are completed and distributed, uploads R&T Committee letters on Interfolio. Familiar with Moodle and Interfolio. Administers all Rank and Tenure files. This requires detail orientation and awareness of faculty members R&T review schedules. Work closely with the Manager creating new files for those faculty reviewed and those faculty who have not been reviewed in the recent past.
4. Provost's Website: Uploads and updates all documents on Provost's Web page and Creates the annual Institutional Committee List. Upon receiving the elected Committee list each Spring, from the Academic Senate, and the results of the R&T Committee List, this position adds the appointed committee portion and uploads document on the Provost's website. This task requires contacting each Chair of each Committee to confirm or revise the Appointed Committee compositions. Coordinates with R&T Committee chair regarding the most recent versions of R&T Committee guidelines and uploads all documents on the R&T Committee website as well as the Provost's website. Assist with the Student Rank and Tenure Committee assuring the completion of all letters for those faculty undergoing tenure and promotion reviews.
5. Tracking and Ordering of Supplies and equipment. This position tracks
and orders all office supplies, including paper, toners and coffee and food for the office and for the R&T Committee. Upon approval, and in communication with IT, this position orders all office equipment, i.e.,scanners, printers, etc.
6. Other Duties as Assigned
Experience and Qualifications
REQUIRED: Bachelor's Degree
Experience: (years required and applicable field of experience): at least 5 years experience
handling complex scheduling, executive communications, and event management
Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures,
technical) Excellent written and oral communication required
Other Requirements: (e.g. travel, weekend/evening work)
Supplemental Information
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 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 http://www.stmarys-ca.edu/public-safety/annual-security-and-fire-safety-report-0. 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

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