Description

Reporting to the Assistant dean of Graduate Affairs, the Associate Director of Academic and Student

Success Services is responsible for the evaluating, updating, and maintenance of past and current student

records. The Associate Director of Academic and Student Success will assist with all aspects of student

management and faculty support and act as a liaison with SMC campus departments for all KSOE

Programs. The Associate Director of Academic and Student Success Services together with the

Assistant Dean of Graduate Affairs for KSOE, is responsible for developing a comprehensive strategy to

support the Graduate KSOE programs. This position ensures that current regulations and procedures are

followed and uses electronic resources to create and maintain accurate KSOE and College records.

1. Responsible for the oversight of delivery of excellent academic and

support services to students, programs and faculty:

a) Responsible for promoting high quality educational experiences for

cohorts and programs,

b) Responsible for engaging and facilitating communication and problem

solving with program faculty and staff to address student

concerns

c) Coordinate timely and accurate registration, enrollment, and grading

processes for students, as well as provide support and training for faculty

advisors

d) Organize and execute the smooth running of New Student

Orientation sessions and commencement.

e) Develop a program of office automation and procedures to enable quality

assurance.

f) Prepare and present workshops on a variety of student success related topics

as needed.

2. Guide students, faculty, and staff in the understanding and following of

Campus registration procedures; Collaborate with Department Chairs and

Program Coordinators to communicate detailed and confidential

information regarding the status of students’ progress.

3. Assesses the needs and initiates developing and implementing policies and

procedures for student management and faculty support. Works with the

Assistant Dean of Graduate Affairs on developing new faculty and student

initiatives for a high quality program experience. Assists in developing new

policies and procedures for both faculty and students to increase efficiency

and provide greater levels of student satisfaction. Makes updates to the KSOE

Student Guide to ensure consistent messaging and use by both faculty and

students. Strategically monitor and provide regular reporting of student

persistence and retention rates. Coordinate auxiliary services to ensure the

total coverage of needed student services. Maintain close collaboration with

Student Financial Services to ensure accurate advising of financial matters for

students in all Graduate and Professional programs.

4. Oversee the maintenance of accurate student records and College

requirements using Colleague, PowerBI, ImageNow, and Excel programs.

Evaluates and updates records to reflect changes in the student’s status or

College regulations, including graduation and commencement participation

requirements. Assist in the coordination and completion of the course

building, registration, and add/drop activities. Creates letters concerning

student enrollment status, contact students regarding registration and

degree information, and provide department reports on program and course

enrollments, retention, completion, and other student success data. Works

in data entry for the building the term scheduling process.

• Updates BTT in coordination with Assistant Dean of Graduate

Affairs and Registrar;

• Updates Schedule Types/Location and Student Types each

semester;

• Review billing with Business Office.

5. Coordinate with admissions team to ensure seamless transition of

admitted students from Slate to Colleague; Monitors and updates

Colleague to reflect current Program of Study, degree completion and

graduation requirements; Coordinates Degree Verification documentation.

6. Collaborate with other departments on campus to build relationships and

leverage best practices (e.g., Registrar, financial aid, business office,

advancement, information technology, college communications and centralized

admissions.)

Requirements

QUALIFICATIONS:

Education: REQUIRED: BA PREFERRED: Master’s

Experience: (years required and applicable field of experience): 3-5 years of recruiting or admissions in higher

education (preferably in graduate education program) Three years work experience in program

management in higher education and experience with customer service activities or service/quality assurance.

This position requires a broad knowledge of college level services, including financial aid, registration, retention

best practices and an understanding of current national issues in higher education including the value of and 

barriers to a college education.

Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical) Experience

with managing education programs highly desirable; outstanding verbal and written skills,

including public speaking skills. Ability to work independently and as a member of a team. High level of

initiative; outstanding organizational skills and ability to prioritize and manage multiple projects/deadlines.

Familiarity using Windows operating systems, Microsoft Office (Word, Excel, PowerPoint, Access, spread sheets

etc.), email and internet usage. Experience working with databases. Ability to work cooperatively and

effectively with all members of a culturally diverse campus community; Understanding of and commitment to

further the mission of the College.

Occasionally evening and weekend event assignments including local travel.

Occasionally overseas assignments including international travel.

Inspire. Engage. Transform. We Are Gaels. 

At Saint Mary’s College of California, we inspire minds, engage with the world, and create opportunities for students to find their lives transformed. With small class sizes and professors who know you by name, the Saint Mary’s experience empowers students to thrive—whether you’re an undergraduate or a professional looking for the next step in your career. Founded in 1863, the University is proud of our Lasallian heritage and how it fuels teaching and learning in an inclusive and wonderfully diverse community. More than 3,600 Gaels study on our Bay Area campus nestled in the rolling hills of Moraga, just 23 miles east of San Francisco. US News and World Report puts SMC among the top five regional universities in the West. You’ll also f ind Saint Mary’s highlighted in the guide Colleges That Change Lives: 40 Schools That Will Change The Way You Think About Colleges—the only Catholic college and the only university in California to make the list.