Job Opportunities

Current Open Job Positions:

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Payroll and Benefits Administrator

Senior Executive Assistant to the President-Rector, Administrative Coordinator and Rector’s Coordinator of Admissions and Advancement



Date: January 17, 2019

Job Title: Payroll and Benefits Administrator

Reports to: Vice President for Finance

Major Responsibilities:
1. Payroll & benefits for 50-100 employees
     a. Maintains records for employees’ employment, salary, benefits, and taxes
     b. Processes payroll per schedule established by VP of Finance
     c. Prepares payroll direct deposit and W-2 tax returns
     d. Provides accurate information concerning benefits to employees
     e. Maintains rosters of employees participating in benefits programs
2. Other duties
     a. Posts student charges and adjustments after the Registrars office bills students
     b. Provides information on student accounts to students and appropriate staff
     c. Processes scholarships and other adjustments to student accounts
     d. Processes payments on student accounts
3. Cash receipts
     a. Controls, processes and deposits funds received
     b. Coordinates processing and reconciliation of receipts
     c. Assists in the reconciliation of bank accounts
4. Performs university cashier functions
5. General Ledger
     a. Posts journal transactions
     b. Issues new general ledger accounts at direction of VP of Finance

Required Skills :
1. College degree or equivalent experience;
2.  Progressive work experience in relevant field;
3. Excellent organizational, interpersonal, communications and computer skills;
4. Experience in an automated accounting system environment;
5. Experience in areas of major responsibilities;
6. Knowledge of federal and state payroll and benefits regulations;
7. Extremely accurate and detailed oriented;
8. Proficient in the use of computerized accounting system, spreadsheet and word processing software;
9. Experience with Jenzabar accounting software preferred.

About St. Mary’s Seminary & University: St. Mary’s Seminary & University, America’s first Catholic seminary is located in the Roland Park neighborhood of Baltimore. The position includes generous benefit and compensation package commensurate with experience. Successful candidates will be subject to a pre-employment background check. St. Mary’s Seminary & University is an equal opportunity employer.

Application Procedures: Review of applications will begin immediately and the position will remain open until filled. Please submit electronically a 1) cover letter including salary requirements, 2) resume, and 3) list of three (3) work-related references, including their contact information (title, email and/or phone number); submit to jobs@stmarys.edu with position title in subject line.



Date: January 7, 2019

Job Title and Department:  Senior Executive Assistant to the President-Rector, Administrative Coordinator and Rector’s Coordinator of Admissions and Advancement

Reports to: President-Rector

Purpose and Function of Position:  The Senior Executive Assistant, as supervised by the President-Rector, manages all activities, functions, and communications of the President-Rector’s office and coordinates and supervises the workload of the Administrative Assistant to the Vice Rector and Administrative Assistant to the Dean of the School of Theology as their responsibilities have been assigned to them by their respective supervisors. Because of the special nature of this position, the incumbent must be a practicing Roman Catholic with a good understanding of Church organizations.

The major responsibilities of the Senior Executive Assistant/Coordinator of Admissions are listed below. More specific responsibilities and required tasks are outlined in the Job Description Supplement, Specific Tasks document, and in the President-Rector’s Office Policy Manual.

Board of Trustees:    Works closely with the VP for Advancement on all board matters.  Responsible for notice of meeting and agenda preparation; attends meetings and keeps minutes of the three board meetings per year and in conjunction with the VP for Advancement is also responsible for minutes from identified committee meetings; prepares and distributes minutes in a timely fashion; responds to inquiries by members of the Board of Trustees.

Communications:       President-Rector’s Office receptionist; responds to inquiries; sends standard an extraordinary notices and other communications; manages President-Rector’s Office contributions to institutional website in coordination with the VP for Advancement who is ultimately responsible for all external communications; manages President-Rector’s Office correspondence (hardcopy and email); manages President-Rector’s correspondence; manages Daily Seminary Bulletin.

Scheduling: Manages the President-Rector’s calendar and contact database; schedules appointments and meetings for the President-Rector; works closely with all seminary and university offices in coordinating the President-Rector’s schedule and prioritizing his presence at internal and external meetings and events.

Meeting Preparation: Engages in regular meetings with President-Rector and other designated administrators and staff to plan meetings, conferences, phone calls,    presentations and events; prepares meeting agendas as directed; schedules meeting rooms; attends meetings and takes notes; prepares minutes and memoranda of meetings; identifies and summarizes follow-up to meetings; monitors deadlines and alerts President-Rector; coordinates and reports to President-Rector on relevant meetings not attended by President-Rector; creates and maintains electronic systems for committee reporting.

Advancement Support: Works closely with the President Rector and VP of Advancement in support of a major multi-year campaign.  Responsible for creating materials in support of fund-raising efforts, managing schedules and supporting the advancement department on all aspects of fundraising.

Administrative Support:  Anticipates President-Rector’s needs in the following ways: alerts President-Rector to presence of visitors, especially ecclesiastical officials; reviews and maintains all President-Rector’s Office filing systems (hardcopy and electronic); responsible for overseeing the management of admissions and seminarian files; maintains faculty personnel files; regularly updates seminarian, faculty, staff, board and important constituent data and summary sheets for President-Rector; makes travel arrangements for President-Rector; prepares and processes expense vouchers; orders office equipment and supplies as needed. Supports the work of Assessment and the Strategic Plan in conjunction with the Special Assistant to the President.   Carefully manages budget for President-Rector Department and Recruitment

Supervisory Responsibilities: Supervises and coordinates workload of Vice-Rector’s and Dean’s administrative assistants; meets regularly with President-Rector, Vice Rector and School of Theology Dean for direction and reporting in carrying out supervisory responsibilities.  Ensures seamless communication between the three administrative support personnel in the Rector, Vice Rector and Dean’s Office.  Have access to and knowledge of all electronic and hardcopy materials in each of the offices.

Independent Responsibilities: Maintains efficient, effective and professional working relationship with President-Rector and other administrators and staff; carries out all responsibilities with minimal supervision and direction.

Qualifications:

  • Practicing Catholic with strong understanding of Church organizations.
  • Bachelor’s degree; master’s degree preferred.
  • 6-8 years of progressively responsible professional experience in senior level executive administrative support work.  Supervisory experience helpful.
  • Ability to maintain confidentiality with respect to documents and communications, exercising prudence and discretion in assessing levels of confidentiality required.
  • Independent worker able to manage multiple complex projects – often at the same time – by establishing timelines and deadlines and presenting overview of such plans to President Rector in order to move forward efficiently and effectively without oversight.
  • Ability to manage communications from students, faculty, administrators and other faculty members providing feedback to requests in an efficient manner and discern the need for supervisory input. Politely and diplomatically limit distractions in the President Rector’s Office recognizing that work must be done primarily in the President-Rector office space.
  • Expertise in creating and managing data bases; 10 -key proficiency; experience preparing bulk copies and handouts.  Quick learner of computer systems.  Prior knowledge of Raiser’s Edge and Jenzabar helpful.  Possesses the necessary basic technological knowledge and experience to be able to troubleshoot computer, audio-visual and multi-media equipment.
  • Strong time-management, problem-solving and communication skills.
  • Demonstrated skill and effectiveness in all forms of communication: written, verbal, observational, presentation and listening.
  • Strong skills in leadership and problem-solving with peers and supervisees.
  • Ability to interact effectively, discretely, graciously and diplomatically with diverse groups both internal and external to the seminary and university.
  • Demonstrated expertise with Microsoft Office Suite software, email and reports. Excellent writing and proof-reading skills.
  • Ability to work collaboratively and as member of a team with administrative assistants and members of other departments.
  • Ability to work effectively under pressure, managing projects successfully even when they have conflicting goals.
  • Positive professional attitude, demeanor and dress.
  • Willingness to work evenings and weekends when necessary to complete important tasks and projects according to established deadline.
     

About St. Mary’s Seminary & University: St. Mary’s Seminary & University, America’s first Catholic seminary is located in the Roland Park neighborhood of Baltimore. The position includes generous benefit and compensation package commensurate with experience. Successful candidates will be subject to a pre-employment background check. St. Mary’s Seminary & University is an equal opportunity employer.

Application Procedures: Review of applications will begin immediately and the position will remain open until filled. Please submit electronically a 1) cover letter including salary requirements, 2) resume, and 3) list of three (3) work-related references, including their contact information (title, email and/or phone number); submit to jobs@stmarys.edu with position title in subject line.

This is an exempt position.
January 2019