Administrative Assistant to the Graduate Dean, Graduate Division, Doheny Campus
About Mount Saint Mary's University:
Mount Saint Mary's is the only women's university in Los Angeles and one of the most diverse in the nation. The University is known nationally for its research on gender equality, its innovative health and science programs, and its commitment to community service. As a leading liberal arts institution, Mount Saint Mary's provides year-round, flexible and online programs at the undergraduate and graduate level. Weekend, evening and graduate programs are offered to both women and men. Mount alums are engaged, active global citizens who use their knowledge and skills to better themselves, their communities and the world. www.msmu.edu.
Mount Saint Mary's University is an equal opportunity employer. The University is thoroughly committed both to providing equal employment opportunities for all job applicants and employees, and to providing a work environment that is free from harassment, discrimination and retaliation. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters. A background check will be required.
To provide clerical and administrative support to the Graduate Dean. To provide grant support. All duties and responsibilities are to be performed in accordance with applicable College and other relevant standards, policies and procedures.
Under general supervision, provides high-level support services for the Dean of the Graduate Division of the College. Prepares letters, memos, and reports; maintains confidentiality of information and compliance with campus policies and procedures; files general and confidential materials. Screens and directs incoming calls, takes telephone messages, responds to email inquiries, schedules calendar and appointments, and sorts mail. Inputs information into existing or new databases and spreadsheets, to include data input into the Colleague Database and working with graduate programs to identify and correct data errors. Records complaints and troubleshoots problems on behalf of the Graduate Dean. Supports outreach and development activities of the Dean's Office.
Identifies graduate students who are eligible for academic probation and/or dismissal and prepares academic grade reports, academic advisor notices, student academic probation letters, and dismissal letters.
Distributes agenda and records minutes for Graduate Council, graduate program development meetings, and other meetings. Manages all plans for conferences, meetings, and special events; coordinates events by developing, designing and distributing PR materials and recruiting and training college staff and student employees for special events. Coordinates and directs activities of student assistants.
Maintains office supplies and equipment and prepares facilities requests. Prepares invoices for billing and assists in monitoring the Graduate Division budget. Maintains graduate division web pages and prepares manuscript revisions for Graduate Student Handbook, College Catalog, and other documents.
Provide grant support to faculty working on institutional grants.
Assists with graduate and all-College events, as requested. This includes coordination and logistical support (PR, invitations, catering, facilities, audio-visual, liaison with graduate programs and graduate admissions, etc.) for Fall Orientation, Graduate Student and Faculty Holiday Reception, Commencement, and other events. Coordinates the application and awarding of the Sister Magdalen Coughlin award. Provides assistance to the Commencement Committee, as requested including assisting with set-up on commencement day and providing assistance to students, faculty, and guests prior to and during commencement and the reception.
Interacts with faculty, administrators, staff, students, and the public upon the request of, and under the guidance of, the Graduate Dean. Performs Front Desk duties (i.e. routine duties such as opening and closing, receiving visitors, reporting maintenance needs). Implements and performs other duties as assigned. Required to work occasional evening and/or weekend special events.
Good working knowledge of higher education systems, policies, and protocols, especially graduate level.
Familiarity with academic requirements.
Solid working knowledge of standard office policies and procedures.
Command of the English language and grammar.
Computer literate with intermediate to advanced knowledge of Microsoft Office operating systems and applications (Word, Excel, and Access) and other proprietary database systems such as Datatel/Colleague, Banner, Target X, PeopleSoft, or other integrated systems used in higher education.
Web page editing.
Event planning and production.
Abilities and Skills:
Must be able to effectively organize and manage multiple tasks to meet deadlines; exercise sound judgment and maintain a collaborative work style.
Understanding of, and sensitivity to, the needs of a small, diverse college environment.
Build rapport and effectively communicate with College staff, faculty, administrators, outside agencies, vendors and the public over the phone, via email and in person.
Analytical and detail oriented.
Quick learner with excellent troubleshooting skills.
Able to use all technology systems currently in use (pc software, email, Datatel/Colleague, Perceptive Content, WebAdvisor, Canvas, etc.) and to learn new technology as it is developed.
Strong organizational and administrative support skills and well developed oral communication, interpersonal, telephone etiquette, customer service and public relations skills.
Highly skilled and experienced with manuscript production and revision similar to Graduate Student Handbook, accreditation-related reports for WASC and professional accreditation bodies, Board reports, etc.
A minimum of two years' progressively responsible administrative support experience, preferably within a post-secondary, academic setting.
Work Location: Doheny Campus (Downtown Los Angeles)
Start Date: Immediately
Applications Deadline: Open until filled
The University is committed to recruiting and retaining a diverse student population and workforce as a reflection of our commitment to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives and ways of learning. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. We encourage people of all backgrounds to apply to be a student or to work for the University.
Mount Saint Mary's University is an independent, Catholic, liberal arts university which provides a values-based undergraduate education for women, as well as innovative programs for professional men and women on two historic campuses in Los Angeles. The Mount is the only Catholic university primarily for women in the Western United States. It is also nationally recognized for its academic programs, its culturally diverse student body, and its focus on preparing the next generation of citizen leaders.