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.
This position will provide administrative/clerical support to the Psychology Department.
Duties and Responsibilities:
Assists Chair in oversight of big-picture department needs.
Assists Program Directors (Traditional B.A., Weekend/Evening College, Master's, and Doctorate), as well as Coordinators, in oversight of program/area needs.
Trouble-shoots with Chair and Directors (together and independently) to address problems and find innovative solutions.
Assists Chair and Directors in oversight and tracking of recruitment, registration, advising loads and other numerical student data via WebAdvisor, WebUI, Informer dashboard, and Tableau
Assists Chair and Master's Director in oversight and tracking of budget. Track purchases to provide an up-to-date assessment of current budget lines, and cross-check with monthly budget reports. Help identify discrepancies, as well as areas for spending or saving. Process and track check requests and reimbursements.
Receives incoming phone calls and route messages, distribute faculty mail and complete printing requests for faculty.
Keeps track of important deadlines. Alert and remind Chair, Directors and faculty as needed.
Responds to the needs of 14 full-time faculty and 30-40 adjunct faculty
Hires, trains and supervises 5-10 student workers each semester at both Chalon and Doheny campus
Interacts regularly with Provost Office in processing faculty contracts.
Collects syllabi from all full-time and adjunct faculty; assist Directors in identifying concerns for follow-up.
Attends department meetings and program meetings. Assist Chair/Directors in creating meeting agendas. Set up equipment, trouble-shoot technology issues, and assist Chair/Directors with meeting 'minutes' or other needs. Take part in meetings as a contributing team member.
Helps orient new faculty to MSMU resources and technology; ensure access to email, Canvas, and any necessary systems/departments.
Liaison to IT office and Media Center to trouble-shoot technology issues for all faculty.
Manages and assigns office space for 40+ faculty (full-time and adjunct) across both campuses
Ensures that student needs are met by responding to concerns and locating the proper faculty or office.
Ensures office efficiency by carrying out planning and execution of equipment procurement
Develops and implement office policies and procedures
Maintains Psychology webpage.
Creates flyers, and award certificates for Undergraduate and Graduate events.
Maintains and organizes two office locations the Chalon and Doheny campuses.
Assists with on-campus departmental conferences/forums.
Maintains confidential personnel and student files.
Assists in arranging, maintaining and monitoring class and faculty schedules.
Performs word processing, data processing and data entry duties, as needed.
Performs room reservations on R25 for both Psychology and Graduate Psychology Events.
Coordinates logistics and creative elements for student and faculty events.
Performs other duties as assigned.
Other Duties and Responsibilities:
Set up interviews for prospective faculty.
Verify textbook orders for faculty.
Verifies schedule changes with the Registrar.
Assists and set-up events for AA, BA, WEC, Graduate, and Enlaces.
Collects syllabi from faculty each semester.
Organizes, files and posts syllabi each semester.
Creates troubleshooting tickets online or by phone for faculty.
Strong working knowledge of an office environment, policies and procedures, the English language and alpha-numeric filing systems.
Solid working knowledge of computers and word processing and data processing programs, such as Image Now & Datatel.
Comfortable with Microsoft Office, especially Word, Publisher, Power Point Word & Excel.
Knowledge of source code to update website.
Abilities and Skills:
Effectively organize, prioritize and handle multiple tasks to meet established deadlines.
Analytical, detail-oriented and accurate.
Perform difficult office and clerical work with speed and accuracy.
Build rapport and effectively communicate with a wide variety of people.
Monitor the Department budget.
Strong organization and prioritization, customer service, oral/written communication, basic mathematics, phone etiquette, interpersonal and public relations skills.
Associate of Arts or Bachelor's degree preferred. Keep as AA or BA preferred.
One year of administrative/clerical experience working in an academic, hospital or related environment.
Work Location: Both Chalon Campus (West LA) and Doheny Campus (Downtown LA)
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.