Administrative Assistant

Salary : $54,796.00 - $85,574.00 Annually Location : Main Campus, Moraga, CA Job Type: Full-Time Job Number: 202600047 Division: Academic Affairs Division Department: Nursing Program Opening Date: 07/20/2026 Closing Date: Continuous About Saint Mary's College Founded in 1863, Saint Mary's College of California is a residential institution in the Moraga Valley, 20 miles east of San Francisco, rooted in the Catholic, Lasallian, and Liberal Arts traditions. Enrolling more than 3,000 undergraduate and graduate students, the College integrates liberal and professional education within a mission shaped by the De La Salle Christian Brothers. Known for academic excellence, innovation, and responsiveness, Saint Mary's fosters shared inquiry, meaningful student engagement, and a strong commitment to diversity, leadership, and service. Why Join Saint Mary's College? At Saint Mary's, your work has visible impact. As a close-knit residential college, employees work collaboratively across departments-your ideas, leadership, and contributions directly shape the student experience and the future direction of the institution. Colleagues partner across divisions, decisions are grounded in mission, and innovation is encouraged. If you are seeking a workplace where purpose, community, and professional growth intersect-and where your work truly matters-Saint Mary's offers that opportunity. Job Title Administrative Assistant Job Summary The Administrative Assistant serves as a central operational hub for the Pre-Licensure BSN Program and other programs being developed within the Nursing Program. This professional ensures seamless administrative continuity across student services, regulatory compliance, faculty support, event coordination, and financial operations. The role demands a high degree of independent judgment, meticulous attention to detail, and a service-centered orientation aligned with the College's Lasallian commitment to student success. This position requires fluency in nursing regulatory frameworks including California Board of Registered Nursing (BRN) mandates, NCLEX preparation processes, CCNE accreditation standards, and FERPA/HIPAA requirements and the ability to manage competing priorities in a dynamic, accreditation-focused academic environment. Essential Responsibilities Student Services & Academic Support Serve as the primary point of contact for student inquiries, providing timely, accurate, and compassionate responses consistent with program and College policies. Refer applicants to the Nursing Department Outreach and Student Liaison as appropriate Navigate and resolve sensitive student matters including registration, billing, grades, leave of absence, add/drop, and withdrawals in strict compliance with FERPA and HIPAA. Monitor cohort registration each semester against approved academic plans; proactively identify and resolve scheduling conflicts or exceptions. Process Special Action Petitions, degree verifications, and BRN-related documentation including NCLEX applications, background check requirements, and Public Health Nursing licensure paperwork. Maintain accurate, current student advising files and cohort tracking documents including grade reporting records. Assign students to faculty advisors and maintain updated advisor rosters each academic year. Program Operations & Administrative Management Manage the end-to-end administrative lifecycle of each cohort: program launches, orientations, pinning ceremonies, and graduation coordination. Support Building the Term processes by coordinating course and class meeting date information with the program directors. Maintain program calendars, departmental files, enrollment rosters, and accreditation-related documentation. Process and track faculty workload data, contracts, stipend payments, and course assignments in coordination with HR and Finance. Oversee faculty compliance with BRN Health and Safety requirements, continuing education unit (CEU) tracking, and background check documentation. Coordinate ordering and distribution of uniforms, patches, lab coats, and lab bags; ensure all faculty and staff hold SMC-branded lab coats and BRN-compliant identification. Provide clerical support including meeting minutes, calendar management, supply procurement, and general office operations. Act as departmental liaison to other administrative departments at SMC Regulatory & Accreditation Compliance Support Assist the Director of Nursing and academic directors with program assessments, self-study reports, and documentation for institutional accreditation through WSCUC/WASC. Support preparation and submission of materials for professional accreditations including CCNE and the California Board of Registered Nursing (BRN). Implement scheduling decisions made by the Director of Nursing, including course additions, modifications, and cancellations. Oversee TEAS testing logistics and serve as proctor for ATI examinations throughout the academic year. Budget & Financial Operations Assist with the management of the department's operational budget, maintaining accurate financial records and processing expense requests and reimbursements. Conduct mid-year budget reviews and prepare year-end financial summaries in collaboration with the Nursing budget and finance team. Track and process faculty workload, payment authorizations, and contract paperwork in coordination with HR and Finance. Admissions Support Coordinate faculty and group interview scheduling; communicate admissions decisions to the Admissions Office. Assist with resolving outstanding admissions issues in a timely, professional manner. Coordinate Brown Bag information sessions for prospective nursing students. Other Duties as Assigned Experience and Qualifications Education: Associate degree or equivalent combination of education, training, and experience. Bachelor's degree in Business Administration, Healthcare Administration, Education, or a related field preferred. Experience: Minimum two (2) years of progressively responsible administrative experience. Experience in higher education, healthcare, or nursing education programs strongly preferred. Skills/Abilities: Demonstrated experience managing confidential student or patient records in compliance with FERPA and/or HIPAA Prior exposure to academic accreditation processes (CCNE, WASC/WSCUC, BRN) is a significant advantage Strong working knowledge of California BRN requirements, NCLEX processes, ATI platform operations, and CCNE/WASC accreditation frameworks Advanced Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with Canvas LMS and student information systems Exceptional written and verbal communication; ability to produce clear, professional correspondence and documentation with minimal supervision Proven capacity to manage multiple concurrent priorities, complex calendars, and compliance-sensitive deadlines with a high degree of accuracy Warm, student-centered service approach consistent with the Lasallian tradition; demonstrated empathy, discretion, and professional presence Ability to function as an effective team member and liaison across departments, faculty, administrators, external agencies, and clinical partners Comfortable navigating ambiguity and change in a rapidly growing academic program environment Ability to work 10-hour shifts 4 days a week, on-site, with occasional evenings and weekends as required Licenses & Certifications: N/A Application Review & Recruitment Timeline This position is part of a continuous recruitment and will remain open until filled. The first review of applications will begin on July 27, 2026 . To be considered in the initial review, please submit your application before this date. Interviews are tentatively scheduled to take place during the week of August 3, 2026 Additional application materials may be reviewed on an ongoing basis until the position is filled. Saint Mary's College of California Employee Benefits Guide Saint Mary's College of California provides a comprehensive and competitive benefits program designed to support the health, financial security, and overall well-being of eligible faculty and staff. This Benefits Guide provides a general overview of available programs. It is not a contract and does not modify plan documents, insurance policies, or official College policies. In the event of any discrepancy, official plan documents and College policies govern. Health Insurance The College offers a range of medical plan options to allow employees to select coverage that best meets their individual and family needs. Plan offerings may include: PPO medical plans HMO medical plans High Deductible Health Plans (HDHP), where applicable Specific carriers and plan designs are outlined in the annual open enrollment materials. Eligible Dependents Eligible dependents may include: A legally married spouse A state-registered domestic partner Qualifying children up to age 26 Dependent eligibility is subject to plan terms and required documentation. Flexible Spending Accounts (FSA) Saint Mary's College offers employees the opportunity to participate in pre-tax Flexible Spending Accounts, which may include: Health Care FSA - for eligible medical, dental, and vision expenses Dependent Care FSA - for eligible childcare or dependent care expenses Annual contribution limits are established by the Internal Revenue Service (IRS). Life Insurance The College provides employer-paid basic life insurance coverage for eligible employees. Additional voluntary life insurance options may be available, including: Basic Term Life Basic Accidental Death & Dismemberment (AD&D) Optional Employee Life Insurance Optional Dependent Life Insurance Optional AD&D coverage Coverage levels, eligibility, and enrollment details are outlined in plan materials. Dental & Vision Insurance Eligible employees may enroll in dental and vision coverage. In some cases, dental and vision plans may be elected independently of medical coverage, providing flexibility based on individual needs. Plan details, network information, and coverage summaries are provided during enrollment. Disability Benefits Saint Mary's College provides disability coverage designed to protect income in the event of a qualifying illness or injury. Benefits may include: Short-Term Disability (STD) Long-Term Disability (LTD) Eligibility and benefit amounts are determined according to plan documents. Retirement Benefits Saint Mary's College offers retirement benefits to support long-term financial planning. Eligible employees may participate in: A defined contribution retirement plan Employer contributions in accordance with College policy Voluntary employee pre-tax and/or Roth contributions, subject to IRS limits Plan details, vesting schedules, and eligibility requirements are outlined in official retirement plan documents. Employees are encouraged to review plan materials carefully and consult with financial advisors as needed to fully understand retirement options. Additional Benefits & Campus Resources As part of the Saint Mary's College community, faculty and staff may also enjoy: Tuition Assistance Programs Access to campus fitness and wellness programs Access to the College library and the Hearst Art Gallery Discounts at the campus bookstore and dining services Access to cultural events and campus activities Community partnerships and local discounts in the Lamorinda area Equal Employment Opportunity Saint Mary's College of California is an equal opportunity employer committed to fostering an inclusive and respectful work environment consistent with its Lasallian values. Important Notice All benefits, policies, and programs described in this guide are subject to change without notice. Participation and eligibility are governed by official plan documents, College policies, and applicable federal and state laws. Contact Information For additional information regarding employee benefits: Human Resources Saint Mary's College of California Moraga, CA 94575 Email: 01 Do you possess at least an Associate degree? Yes No 02 Do you have at least two (2) years of progressive administrative or office support experience? Yes No 03 Do you have experience maintaining confidential records, files, or databases? Yes No 04 Do you have experience providing customer service in a professional office environment? Yes No 05 Do you have experience using Microsoft Office applications (Word, Excel, Outlook, and PowerPoint)? Yes No 06 Do you have experience preparing meeting agendas, taking minutes, or coordinating meetings? Yes No 07 Do you have experience supporting multiple priorities while maintaining a high level of organization and accuracy? Yes No 08 Are you available to work a 4/10 schedule (10-hour shifts, four days per week), on-site, including occasional evenings and weekends as needed? Yes No 09 Do you have legal authorization to work in the United States? Yes No Required Question Saint Mary's College of California