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Parking Administrator & Executive Assistant to the Chief

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.
Responsibilities
Conduct the day-to-day administration of the campus parking program, including managing the budget and production, maintenance, analysis of the data associated. Provide professional and confidential support to the Chief & Director of Public Safety and staff. Create and produce necessary and required correspondence, reports, flyers and memorandums. Complete research projects on policies, procedures, and purchasing. Assist faculty, staff, students, parents, local law enforcement partners and the public on a variety of college related issues.
1. Administrative Support: Provide professional and confidential administrative support to the Director and Chief of Public Safety. Handling inquiries via phone or in person by faculty, staff, students, parents and visitors by providing general or specific information. Handle complaints and inquiries with good judgment, tact and sensitivity. Work independently to research and respond to requests or refer complaints and requests to the appropriate person. Coordinate and organize applicants for interviews for open positions and participate in Oral Board Interviews for new positions or promotional positions. Produce a monthly reports spanning several areas. Create and mange spreadsheets and databases. Process all outside agency requests for information.
2. Parking Program: Create, implement and coordinate the issuing of parking permits for faculty, staff and students. Input and maintain an accurate database of all vehicles with permits and citations. Update databases with changes or corrections. Process appeals received in response to parking citations. Coordinate and schedule Community Service work for students with citations. Obtain appropriate paperwork for booted vehicles. Manage the budget for parking violations and program equipment purchases. Assess, approve and coordinate special parking requests and programs. Create and produce period reports to evaluate and track the effectiveness of the program. Coordinate "Special Employee Parking Space" each month.
3. Incident Database/Clery Compliance: Process all incidents reports in compliance with the Clery Act and distribute to the appropriate college personnel. Maintain the federally mandated Campus Crime Log and update appropriately. Prepare, print and distribute the annual required notices. Assist in the compiling of reported crimes and incidents. Create and coordinate all correspondence with local, state, out-of-state and international law enforcement agencies. Provide follow-up as requested or needed. Coordinate Community Service for students receiving sanctions from Community Life.
4. Equipment and Uniform Inventory: Monitor inventory and issuance process for equipment and uniform supplies. Order new uniforms and equipment as necessary. Manage the uniform & equipment budget.
5. Public Relations: Work with other departments and groups to ensure their events and functions are successful. Coordinate public safety correspondence and response to VIP guest requests for parking and other needs. Work Special Events in a professional, positive and friendly manner.
6. General Office Duties: Maintain and update current information on the Public Safety Website. Handle all department purchases while paying attention to budget constraints. Maintain office supplies ensuring that supplies are inventoried, distributed appropriately and maintained at a level necessary for conducting daily business. Handle all outgoing mail and receive and distribute all incoming mail for the department. Maintain office equipment such as fax machine, copiers and printers. Maintain appropriate supply of forms, applications and reports either through the Print shop or within the department. Maintain and organize Lost and Found system and return, donate or dispose of items as appropriate. Request services through ITS, Facilities Services, Sodexo, Able and Meetings, Events & Conference Services.
Experience and Qualifications
Education:
REQUIRED: Minimum High School Diploma or GED
PREFERRED: AA Degree in a business related field
Experience: (years required and applicable field of experience): Minimum three (3) years related experience, preferably within an academic setting. Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical) Ability to use MS Office Word, Excel, Access, PowerPoint and Web-editor(s). Must type 60 wpm, accurate spelling, and proofreading. Ability to take meeting minutes. Ability to interact well with a variety of personalities under a wide-range of circumstances observing confidentiality. Demonstrate excellent written and oral communication skills. Possess strong organization skills, including the ability to manage multi projects, budgets, and deadlines simultaneously and work effectively with a flexible and collaborative team. Safely operate motor vehicles. Ability to use a two-way radio.
Supplemental Information
Application Instructions: Please apply online 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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