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 equity, 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 provides administrative support to the academic Psychology Department, which has offices on two campuses. The Psychology Coordinator supports the Department Chair in oversight of the department, interacts with other key offices in the university on behalf of the department, assists three of the four Program Directors (Traditional Undergraduate, Weekend, Online & Evening College, and Master's) in oversight of their program needs, and collaborates with the Administrative Assistant to the PsyD program to help maintain consistency, communication, and collaboration. Two days of the week are spent on one campus, and three days on the other. The Psychology Coordinator assists with trouble-shooting to address problems and find innovative solutions, and provides support in the oversight and tracking of records and numbers related to recruitment, registration, advising, and other details of a large and busy department. Budget and expense management, phone and mail routing, managing student workers, scheduling meetings, keeping track of deadlines, managing web pages and social media, maintaining confidential data and files, making reservations, ordering supplies, event planning, policy development, department communication, office space allocation, and supporting students and faculty are among the tasks expected.
Assists Chair in oversight of big-picture department needs.
Assists Program Directors (Traditional B.A., Weekend/Evening College, and Master's) in oversight of program needs.
Trouble-shoot with Chair and Directors (together and independently) to address problems and find innovative solutions.
Assist Chair and Directors in oversight and tracking of recruitment, registration, advising loads and other numerical student data via WebAdvisor, WebUI, Informer dashboard, and Tableau
Assist Chair and Directors in oversight and tracking of budget and expenses. 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.
Receive incoming phone calls and route messages, distribute faculty mail and complete printing requests for faculty.
Keep track of important deadlines. Alert and remind Chair, Directors and faculty as needed.
Respond to the needs of 17 full-time faculty and 35-40 adjunct faculty
Work collaboratively with the Business Administration Coordinator to hire, train and supervise 5-10 student workers each semester at both Chalon and Doheny campuses
Interact regularly with the Provost Office in processing faculty contracts
Collect syllabi from all full-time and adjunct faculty; assist Directors in identifying concerns for follow-up.
Attend department 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.
Help 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.
Manage and assign office space for full-time and adjunct faculty across both campuses
Ensure that student needs are met by responding to concerns and locating the proper faculty or office for referral
Ensure office efficiency by carrying out planning and execution of equipment procurement
Develop and implement office policies and procedures
Maintain Psychology webpage and social media
Works collaboratively with other key departments on campus
Create flyers, award certificates, and other needed departmental communications
Maintain and organize two office locations on the Chalon and Doheny campuses.
Assist with on-campus departmental conferences/forums.
Maintain confidential personnel and student files.
Assist in arranging, maintaining and monitoring class and faculty schedules and verifying schedule changes.
Conducts research to discover how to use available resources to solve problems (e.g., using available software to efficiently find best times for meetings)
Perform word processing, data processing and data entry duties, as needed.
Use R25 to make room reservations for departmental and program events.
Coordinate logistics and creative elements for student and faculty events.
Create organized and accessible filing system.
Track and verify textbook orders.
Works well independently and on a team; asks for help as needed.
Performs other duties as assigned.
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 Microsoft Office, especially Word, Publisher, Power Point & Excel
Comfortable with Mount applications such as WebAdvisor, WebUi, Informer, Tableau, and Canvas or with learning new technology
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.
Ability to stay focused on assigned tasks
Excellent knowledge of correct spelling, grammar, and punctuation
Strong organization and prioritization, customer service, oral/written communication, basic mathematics, phone etiquette, interpersonal and public relations skills
Basic bookkeeping skills
Basic data management skills preferred
Associate of Arts or Bachelor's degree preferred
One year of clerical experience working in an academic, hospital or related environment.
Work Location: Both Chalon Campus (West Los Angeles) and 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.