Coordinator, Provost Office, Both Campus Locations
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 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.
To Provide secretarial/clerical support to the Office of the Provost.
Support the Associate Provost in performing various essential general office duties, projects, and assignments.
Assist the Assistant to the Provost with various office duties, projects and assignments.
Learn new procedures, processes, computer software, and programs
Maintain and/or develop and implement efficient and effective data management and tracking mechanisms.
Create and edit various communication such as presentations, letters, memos, emails, newsletters, etc. using MSMU branding requirements.
Analyze and interpret federal and state rules and regulations and distribute accurate information to the appropriate constituents.
Conduct compliance-related research as needed.
Assist with applying compliance-related rules and regulations to university accordingly.
Attend one to two conferences relative to job duties per year located in state or out of state.
Receive incoming phone calls and route messages, respond to email communication promptly, schedule meetings, maintain calendars, distribute mail accordingly
Perform data processing, data entry, and maintain an electronic workflow system.
Attend and take minutes at various university meetings.
Maintain confidential personnel files.
Assist with faculty engagement, such as recruitment, posting positions, background checks, new hire and exit/termination processes.
Maintain data and calculations for adjunct/part-time faculty hours: tracking for Affordable Care Act purposes; faculty policies.
Maintain content on internal Provost Office webpages, as well as other internal and external university webpages related to accreditation, assessment, and compliance.
Create and send monthly reports on adjunct/part-time faculty hours.
Assist in the preparation of WSCUC documents, grant proposals and related documents.
Keep Provost Office forms and procedures up to date
Assist with various external requests (e.g. unemployment claims and verification of employment).
Work with other departments in order to coordinate specific activities, meetings, and tasks.
Analyze and interpret faculty data.
Prepare and submit annual reports, such as IPEDS, AAUP Faculty Compensation Survey, the Common Data Survey, and other miscellaneous surveys
Fulfill data requests by other university departments
Prepare, review, and monitor specified budgets and expenditures
Prepare monthly credit card reports for the Associate Provost
Assist with on-campus conferences/forums.
Assist with event planning, preparation and execution.
Work independently and have ability to make reasonable judgements for course of action
Strong working knowledge of a modern office environment, policies and procedures, the English language, and alpha-numeric filing systems.
Proficient working knowledge of Microsoft Office suite: Word, Excel, Access, Outlook and Powerpoint.
General knowledge of the foundations of employment law.
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 maintain confidentiality.
Ability to employ creativity in both problem solving and in developing communication materials.
Ability to understand an audience and convey messages accordingly.
Bachelor's degree required. Master's degree preferred. Years of relevant experience may be considered as a substitute.
One year of secretarial/clerical experience working in an academic or related environment.
Work Location: Both Campus Locations: West Los Angeles (Chalon Campus) & Downtown Los Angeles (Doheny Campus)
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.