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 Assistant to the Dean provides administrative, executive and analytical support to the dean. This includes managing the day-to-day operation of the dean's office; managing the dean's calendar, event and travel schedules;; tracking faculty course load data and preparing a range of faculty contracts and stipend requests; tracking budget expenditures; preparing and distributing communications from the dean's office; and taking minutes at meetings led by the dean. The Assistant to the Dean works collaboratively with the program directors, department chairs, and other faculty and staff members. The assistant works in a professional and confidential manner.

1. Provide primary, executive level, high quality administrative support for the Dean's Office. Works on a variety of complex assignments generally of a critical and/or confidential nature. Acts independently to identify and recommend methods and procedures.
Manage the Dean's office and the administrative office, and provide support directly to the Dean in all clerical tasks including copying, filing, faxing, preparing documents, correspondence, meeting preparation, and other areas as assigned.
Represent the Dean's Office in a professional manner and with strict confidentiality and sensitivity.
Support and prepare relevant materials for key meetings the Dean attends and take, manage and distribute minutes for these meetings as requested.
Manage the Dean's calendar in an accurate and timely manner, including verifying and reminding participants for key meetings, providing meeting agendas and materials, and making travel arrangements. Work with external parties and internal offices of Saint Mary's to arrange meetings, locations and schedules.
Keep the Dean well informed as necessary about activities, information, or concerns about advising and core programs.
Represent the office of the Dean in the absence of the Dean or other office personnel.
Hire and manage student workers as needed in the Dean's office.
Collaborate with the program-level assistants and technical staff.
2. Communications Management:
Handle a broad range of complex inquiries, issues and confidential materials and may have significant interaction with VIP guests.
Act on behalf of the Dean's office for external relations with other offices and personnel on campus, and potential donors.
Prepare and distribute the dean's communications.
Work with the dean to develop and manage content on relevant websites.
3. Committee and List Management:
Assist the Dean in managing faculty-related matters consistent with the SMC Faculty Handbook.
Provide all clerical and organizational support to the Dean's office with respect to faculty committees, lists, and confidential assignments related to faculty matters.
Track and maintain critical information for the Core Programs, including personnel contact information, committee assignments, faculty evaluations, teaching assignments, academic assessment data and reports, R&T letters, and lists of external speakers.
4. Organize and Prepare Faculty Workload Data and Contracts
Prepare the annual report of ranked faculty teaching and reassignment workload for the Provost's Office.
Track the balancing and banking of course and administrative assignments for ranked faculty.
Organize, prepare and process annual and term contracts for adjunct faculty members.
Track and keep records of ranked faculty research funding provided through the dean's office.
5. Provide back-up reception when departmental administrative assistants are out of the office. Answer telephones and manage drop-ins from faculty, staff, students, and the public. Serve as backup administrative support to faculty. Work collaboratively with all faculty and other staff in the College.
6. Other Duties as Assigned: Work on longer-term special, strategic projects.

Application Instructions: Please apply on-line at http://jobs.stmarys-ca.edu

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 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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