Jobs at Saint Mary's College of California - Kalmanovitz School of Education (Now Hiring) — 23 open

Description

The Administrative Assistant provides comprehensive administrative and secretarial support to several Academic Affairs programs, including the Office of Academic Research, Grants and Sponsored Programs, the Director of Academic Excellence and Inclusion, the Center for Academic Innovation (CFAI), and provides support to the Provost's Office. This position is responsible for a broad range of administrative functions including office operations, budget management, event coordination, faculty governance support, data management, communications, and Institutional Review Board (IRB) support.

The Administrative Assistant exercises sound judgment, effective problem-solving skills, and a high degree of organization while working independently and collaboratively with faculty, staff, students, and campus partners. This position plays a key role in supporting the mission of Academic Affairs through exceptional customer service, attention to detail, and a commitment to operational excellence. This position works under the direct supervision of the Executive Administrative Assistant in the Provost's Office. The position also serves and reports to the Director of the Center for Academic Innovation (CFAI), the Director of Academic Research, Grants and Sponsored Programs, and the Director of Academic Excellence and Inclusion.

Minimum Qualifications

• High school diploma and a minimum of four (4) years of progressively responsible administrative experience, or a bachelor's degree.
• Demonstrated experience processing invoices, coding expenses, and paying bills.
• Experience managing budgets using spreadsheet and database software.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Demonstrated ability to create newsletters, brochures, and other communications using desktop publishing software.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent verbal and written communication skills.
• Ability to work independently while collaborating effectively as part of a team.
• Ability to build positive working relationships with faculty, staff, students, and diverse campus constituencies.
• Commitment to diversity, equity, inclusion, and belonging.
• Ability to handle confidential and sensitive information with professionalism, discretion, and integrity.

Preferred Qualifications

• Previous administrative experience in higher education or a similar organizational environment.
• Experience maintaining websites and social media platforms.
• Ability to foster collaborative and collegial working relationships across campus.
• Experience supporting faculty governance, academic programs, grants, research administration, or assessment initiatives.

Job Responsibilities

Administrative and Faculty Governance Support

• Serve as the primary point of contact by greeting and assisting visitors to the office.
• Provide administrative support to the Center for Academic Innovation (CFAI), the Office of Academic Research, Grants and Sponsored Programs, Academic Excellence and Inclusion, and the Provost's Office.
• Prepare agendas, record meeting minutes, and distribute meeting materials for various committees and departmental meetings.
• Support faculty governance committees as assigned.
• Assist with faculty data collection for accreditation, assessment, annual reviews, and institutional reporting.
• Maintain electronic filing systems and departmental records.
• Prepare correspondence, newsletters, brochures, emails, website content, and other communications.
• Recruit, train, coordinate, and supervise student employees.
• Provide administrative support for Provost Office initiatives and special projects.

Budget Administration

• Process purchases, invoices, reimbursements, and payments.
• Track and reconcile departmental operating and endowed budgets.
• Maintain budget spreadsheets and financial records.
• Assist directors with budget monitoring and reporting.
• Support the administration and tracking of internal grant funding.

Event Planning and Coordination

• Maintain departmental calendars and event schedules.
• Coordinate meetings, workshops, faculty development programs, mentoring events, undergraduate research events, and other Academic Affairs initiatives.
• Arrange meeting spaces, catering, travel, communications, printed materials, and event logistics.
• Process event-related invoices and maintain financial records.

Institutional Review Board (IRB) Support

• Maintain accurate IRB records and documentation.
• Schedule meetings and assist with meeting coordination.
• Record meeting minutes when applicable.
• Support the Director with processing requests and maintaining timely review procedures.
• Assist with maintaining policies and organizational records.
• Perform other duties as assigned in support of Academic Affairs and the Provost's Office.

Schedule

Full-time, 12-month position.

Eligibility to work

Applicants must be legally authorized to work in the United States at the time of hire and must not require visa sponsorship from the College, either now or in the future.