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Administrative Assistant, Museum

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
Provides high-level administrative, executive, and analytical support to the Director, Museum and Academic Resources. Provides high quality administrative and human resources support to staff in the Museum of Art. Manages the Director's schedule and selected shared calendars. Manages the office workflow, purchasing, policies and procedures, and general facilities/repairs. Manages HR interface and processes. Is the liaison to HR and maintains an expert level of knowledge of HR policies, processes, and systems. Handles confidential information, maintains privacy and discretion. Manages events, interfaces with external organizations and consortia. This position works closely with the Academic Resources Financial Manager and each position backs up the other to a limited extent.
1. . Supports the Director, Museum and Academic Resources
a. Manage gallery operations and front desk
b. Plans and manages the Director's calendar, taking initiative to plan forward a wide variety of meetings.
c. With minimal direction, organizes both internal and external meetings, ensuring priorities and deadlines are met. Avoids conflicts; communicates the purpose and takes initiative to ensure the Director has sufficient advance planning time for agendas, presentations, and other deliverables. Creates drafts.
d. Supports the Director's donor relations activities including managing the Museum's critical donor thank you and recognition work. Creates first drafts of Director's letters, manages the thank you letters. Maintains full records on all donors and alerts the Director to necessary actions.
2. Administrative Support
a. Responsible for developing and maintaining administrative policies, processes, and procedures. Anticipates problems, brings resolutions to Director.
b. Coordinates payroll timesheets, maintains staff-wide work schedules.
c. Serves as a primary point of contact between other administrative offices and the Museum.
d. Creates, organizes and maintains Museum and Director files including distribution lists, organization charts, spreadsheet schedules, maintains and revises all public service handouts, policies and procedures. Manages printing and mailing activities. Organizes and maintains Admin & Staff Shared Drive filing structure.
e. Manages travel and training registrations, arrangements, etc., works with individuals to prepare and obtain reimbursements. Maintains accurate knowledge of Business Office travel/training procedures, travel rules, etc. Coordinates travel/training costs with Financial/Data Analyst who manages the annual master travel/training allocations and costs.
f. Manages the Museum's emergency readiness information including staff schedules, emergency manuals. Maintains Emergency Duffel Bags to ensure emergency readiness.
3. Academic Resources Personnel System Manager
a. Manages all HR interface and processes. Liaison to SMC HR department.
b. Trains supervisors and staff in GaelPerform and Neogov systems.
c. Maintains expert level knowledge of HR systems, requirements, processes. Performs troubleshooting for supervisors.
d. Manages staffing processes including advertising, recruiting, interviewing and hiring of all permanent and temporary staff assists; supervisors with student hiring if needed.
4. Business Operations: Provides backup support to the Academic Resources Financial Manager in the following areas:
a. Purchasing: Maintains an in-depth knowledge of procurement policies and procedures and the variety of procurement methods and vehicles available and when each is appropriate to use.
b. Maintains an SMC Library credit card and appropriate records. Purchases supplies and materials using the card or alternate methods if needed to backup Financial Manager.
c. When the Financial Manager is out, processes payment of invoices and transmittal of deposits to the Budget Office.
5. Manage Museum gift shop: Manage the gift shop on a daily basis. Generate sales from the shop. Process and record revenues and ensure that mail orders are processed within one week of receipt. Maintain inventory.
Experience and Qualifications
Education:
REQUIRED: High School diploma or equivalent
PREFERRED: BA or BFA appropriate work experience
Experience: (years required and applicable field of experience) 5 years experience providing administrative support, in a fast-paced environment, preferably in an academic environment. Experience providing support to executive-level staff. Experience working with human resources policies and procedures.
Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical)
1. Excellent computer skills, including Word, Excel, and Powerpoint.
2. Demonstrated strong organizational skills. Demonstrated ability to organize workflow and administrative processes and procedures.
3. Ability to analyze situations and activities to appropriately prioritize work, to effectively manage the Dean's calendar, and to conduct business in a confidential and professional manner.
4. Demonstrated effective interpersonal skills and ability to work cooperatively with tact, patience and a clear understanding of priorities in a fast-paced, diverse and demanding environment.
5. Demonstrated strong communication skills--both verbal and written.
6. Ability to independently apply sound judgment.
7. Prefer research and writing skills.
Licenses & Certificates (e.g. CPA, RN, etc.): REQUIRED: PREFERRED:
Other requirements: (e.g. travel, weekend/evening work)
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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