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 comprehensive operational support involving planning, designing, developing, directing, measuring, documenting, and coordinating processes for all critical departmental administration and operations in the Biological Sciences, Physical Sciences and Math Departments, Pre-Nursing Programs, and related institutional staff departments and extra-institutional entities.
Duties and Responsibilities:
Provides comprehensive administrative support and coordination to ensure smooth running of all departmental and program operations.
Monitors and manages accounting and budgeting procedures in a time-sensitive manner, including:
Scans and uploads purchase orders and subsequent paper invoices, match PO and invoice, then send to either accounts payable or Chair and Provost according to protocol.
Manages communications between Accounts Payable and the departments and/or vendors.
Oversees faculty and staff hiring processes for science departments, programs and department-held grants (e.g. generate contract requests, assist in HR document processing, coordinate interviews, maintain candidate logs, process hiring and payment documents, manage all institutional integration processes of newly hired part-time faculty, full-time faculty and staff).
Coordinates and assists in student advisement procedures, such as preparing advisement files, advisee lists and sign-up sheets, creating and posting academic course planners, updating and sharing major and GE requirement lists, monitoring WebAdvisor for information and changes in relevant departments, research and post graduate/professional school and entrance exam requirements, research, maintain accuracy of and share department articulation courses, etc.
Generates, tracks and disseminates departmental data for Chairs, science faculty Grant Directors, Admissions, Academic Advising and/or Institutional Advancement, including but not limited to:
Incoming, current and alumni student information (such as GPA, test scores, grade success, activities and achievements.)
Faculty and staff activities and achievements.
Course and faculty information (such as grade distributions over time, numbers of students, faculty scheduling, etc.)
Creates and/or curates departmental and science grant media and information platforms (MSMU website, MyMSMU, Canvas, catalogs, calendars, flyers, brochures, posters, hallway boards, etc.)
Organizes and coordinates both department, science grant and institution-related events such as Open House, Admitted Students Day, Summer Bridge Programs, faculty development, student information workshops, WISH Symposium, Earth Day Celebration, Senior Seminar Presentations, Senior Party, etc.
Helps coordinate aspects of science grant programs not already covered above, including:
Analyzes grant report preparation and submission guidelines and assist with preparation of grant reports, including assisting with data collection, synthesis and analysis.
Works with PI/PD and Institutional Advancement on editing of report narrative and submission.
Drafts correspondence to grant participants/interested parties, including faculty and staff, students, alumnae, guest speakers, business office, auditors, and private or federal agencies.
Coordinates grant activities such as guest speakers, retreats, meetings, internships, etc., including the planning and financial aspects of these events.
Aids student and faculty travel, registration and participation at scientific conferences and for academic programs, such as the American Chemical Society (ACS), the American Society for Biochemistry and Molecular Biology (ASBMB), the Southern California Conferences for Undergraduate Research (SCCUR), and the Global Women in STEM (GWSTEM) program.
Coordinates and takes minutes at departmental, program and grant meetings.
Hires, trains, supervises and manages tasks for science department student employees.
Serves as point person to assist faculty and students with a variety of departmental needs, including answering questions received in-person from visitors, or via e-mail or phone; ordering and maintaining office equipment, supplies, and department library.
Higher education academic administration, policies and procedures
Institutionally relevant governmental policies such as FERPA and Title IX
Operational budgeting and processing
Computers and word-processing, databases, learning management systems and other software programs currently used by the department and the institution
Federal grants administration preferred
Abilities and Skills:
Organizes, prioritizes, and handles multiple tasks to meet established deadlines
Understands and be sensitive to the needs of a diverse university environment
Maintains academic and financial records
Exercises sound judgment and decision-making
Utilizes databases, learning management systems and other software programs currently used by the department and the institution
Collects, analyzes and presents department, program and grant data
Keeps abreast of changes within the academic departments, institution and federal / private granting agencies
Works in a team setting
Establish and maintain harmonious working relationships with others, as well as deal tactfully with all constituencies
Follows instructions, including those outlined by standard operating procedures from departmental and extra-departmental entities
Gives verbal and written instructions to faculty, students and staff to ensure that practices and procedures are followed
Takes initiative in planning, management and creation of documents, especially with peak department busy times in mind
Manages and supervise student employees
Robust organization and prioritization skills
Ability to be analytical, detail-oriented and accurate in budgeting procedures, document creation and record keeping
Excellent oral and written communication skills
Strong quantitative reasoning skills
Effective interpersonal skills
Expertise in Microsoft Office Suite software
Minimum: Bachelor's degree
Previous experience in related administrative management and support
Particular experience in academic offices is highly preferred
Sufficient federal grants office experience is also preferred
Work Location: Chalon Campus (West 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.