Administrative Vacancies

The following administrative positions are currently available. Please click on the links below to view the full posting.

Archivist
Assistant Director of Institutional Research
Assistant Director of Office for Civic & Social Engagement 
Assistant Director for Student Involvement & Residence Life
Campus Minister - Liturgy and Music
Coordinator, Belles Against Violence Office (BAVO)
Director of Administrative Computing/DBA
Director of Annual Giving
Major Gifts Director
Residence Hall Director
Student Accounts Manager
 

Unless otherwise indicated, candidates interested in the available positions should submit a cover letter, resume, and three (3) professional references electronically to  hr@saintmarys.edu or via U.S. Mail to Saint Mary's College, Office of Human Resources, 104 Facilities Building, Notre Dame, Indiana 46556.


Archivist

Saint Mary’s College invites applications for an archivist to manage the College Archives. The archivist collects, describes, identifies, and retains records, artifacts and primary sources in all formats that document the activities of Saint Mary’s College. S/he provides research assistance to students, faculty, staff, administration and outside researchers, and also collaborates with the Archives and Records Office of the Sisters of the Holy Cross, the college’s sponsoring congregation.  Review of applications will begin on March 8, 2019, and will continue until the position is ffilled.  Eamples of duties include:

  • Maintains and makes available information in all formats concerning the history of Saint Mary’s College.
  • Collects, processes, describes, and preserves official and unofficial records of the College, including confidential records, in accordance with established archival standards, creating and updating finding aids as necessary.
  • Maintains and updates the Archives’ online presence, including a website and social media accounts.
  • Evaluates, coordinates and implements solutions for storing, managing, and protecting digital material.
  • Develops policies to guide acquisition of print, physical, and digital material using evolving standards, tools and best practices.
  • Works with staff and librarians in the Cushwa-Leighton Library to develop exhibits and programs to promote use of library and archives collections.
  • Conducts research on the history of Saint Mary’s College.
  • Collaborates with the Archives and Records Office of the Sisters of the Holy Cross.
  • Collaborates with college faculty to incorporate archival materials into coursework and student research projects.
  • Serves as a resource person for the extended Saint Mary’s College community and external researchers for college, historical, and genealogical research.

QUALIFICATIONS: A Master’s Degree in Archival Science, Library Science or a related field; or a Bachelor’s Degree and significant experience in archival/museum or special collections.  Experience with Microsoft Office and google Apps suite or equivalents.  Minimum of one year experience processing archival collections, digitization and metadata structures, writing finding aids.  Understanding of official records management practices.  Understanding of copyright and rights management issues. 

POSTED:  11-28-18


Assistant Director of Institutional Research 

Institutional Research at Saint Mary’s College has an all campus mission.  The office works with all constituents to help to support the data needs of the College.  Responsible for data management and analysis, organization and development of systems for efficient access to and communication of institutional data.  Respond to ad hoc data/information requests from the campus community. Design research projects from initial concept to final report.  Perform complex analyses of institutional data to provide decision support in areas such as enrollment management, outcomes assessment and strategic planning to support the mission.  Coordinates faculty course evaluations, leads office website maintenance, assists offices working on unit evaluations, and coordinates multiple survey research projects. Position represents on the office on a variety of College committees.  Essential job functions include:

  • Using technical skills and abilities, completes projects in Institutional Research as assigned such as fact book production, survey research, internal and external data reporting and web page development. 
  • Coordinates administration and reporting of faculty course evaluations.  
  • Leads administration of survey research including Survey of Admitted Students and Employment Surveys.
  • Ensures office website content is accurate and up to date
  • Responsible for assisting offices as they complete annual administrative unit evaluations and assessments including the development of measureable outcomes and methods of assessment.
  • Works with IT to develop automated reports where applicable and utilize office software (i.e. Tableau) to make data more widely available to campus constituents. 

QUALIFICATIONS: Bachelor’s Degree in Social Sciences, Computer Science, Data Science, or other relevant field.  Demonstrated competence in research processes, including data collection, analysis, standardized/statistical reporting, use of statistical methods, and use of computer hardware and software pertinent to institutional research.  Experience in working with relational databases (SCT/Banner a plus) and in the use of computer applications to manipulate data and produce statistical reports and analyses (e.g., SAS/SPSS/Tableau).  Able to use statistical database, spreadsheet, word-processing and presentation computer programs to translate quantitative and qualitative data into usable information for planning, assessment and other purposes.  At least 3 years of experience in survey design, administration, and analysis and in reporting data. Understanding of data visualization techniques and knowledge of proper usage. Knowledge of issues in higher education and ability to conduct appropriate literature searches to obtain information to support strategic planning.  Outstanding written and oral communication skills and ability to work and communicate in group settings.  Knowledge of qualitative data gathering methodologies such as focus groups and moderating.  Demonstrated ability to work with diverse campus constituencies to identify information needs and create custom reports that respond to those needs.

POSTED:  02-15-19


Assistant Director of Office for Civic & Social Engagement

Saint Mary’s College seeks an Assistant Director of the Office for Civic and Social Engagement (OCSE).  This person will assist with the development, implementation and execution of programs and events of the Office for Civic and Social Engagement. These events occur both on campus and off campus throughout the academic year.  This position is a 30 hour per week, 10 month position beginning August 1, 2019.  Essential responsibilities include, but are not limited to: 

  • In collaboration with the Director develop and implement training related to community engagement integrating the Mission of the College “to continually assess [our] response to the complex needs and challenges of the complex world.”
  • Promote the Core Values of Learning, Community, Faith/Spirituality and Justice.
  • Communicate effectively and develop collaborative working relationships with partners both internal and external to Saint Mary’s. 
  • Develop and maintain good relationships with students including both student workers, club leaders, RAs and volunteers.
  • Maintain a schedule and records for use of three (3) OCSE vehicles.
  • Coordinate and attend on and off campus community service programming in consultation with the Director including:  Beyond the Belle (a tutoring and teacher assistance program), Food Justice Week & Holy Cross Harvest (a food drive)’ Blood Drives (4x a year), Adopt-a-Family, Rebuilding Together, Community Service & Engagement Retreat, Back the Bend, and Encounters.
  • Assist the Director in goal setting and assessment of the programs and initiatives of the department.
  • Assist in maintaining office finances – including tracking expenses.

QUALIFICATIONS: Bachelor’s degree (preferably in education, sociology or social work). Master’s degree preferred. Minimum of two years working within a non-profit setting; or the equivalent in post-graduate service. Strong oral and written communication skills. Ability to work independently with limited direct supervision. Capacity to execute a new program or event from idea to completion. Computer skills including Google programs and MS Office Suite required.  Experience working within higher education in an administrative capacity is preferred but not required.

POSTED:  02-21-19


Assistant Director for Student Involvement and Residence Life

Saint Mary’s College seeks an Assistant Director for Student Involvement and Residence Life.  Saint Mary’s College is a Catholic residential, women’s college rooted in the charism of the Sisters of the Holy Cross and liberal arts education.  This position is a full-time (12 months) professional in the Student Affairs Division, responsible for the day to day operations of the Student Involvement and Residence Life Office.  This individual will take the lead in various departmental functions such as staff training and advising the Student Activities Board.  Through leadership formation and the process of self-discovery, the Assistant Director for Student Involvement and Residence Life will invest in the lives of women to develop their talents and prepare them to make a difference in the world. It is essential that the Assistant Director for Student Involvement and Residence Life understand and model the College’s Catholic identity and its mission as well as the heritage of the Sisters of the Holy Cross. The college lives out its four core values of learning, community, faith/spirituality and justice.  This position includes a furnished 12-month campus apartment and a meal plan (when the dining hall is open). 

Residence Life Responsibilities:

  • Support the department’s values of leadership, student centeredness, relationship building, self-responsibility, personal learning, inclusion and community to create a vital community where each member is valued.
  • Provide support during large scale events (move-in, orientation, department/division wide events, Admission Open House events, Summer Sneak Previews, etc.).
  • Establish rapport with residents, engage with them through daily interaction, and provide a consistent presence as a role model and information resource. 
  • Participate in an On-Call Rotation for after hour emergencies.
  • Uphold the Catholic identity of the College while welcoming the diversity of faith traditions. Practice the principles of justice and compassion through a commitment to overcome prejudice, affirm human dignity and actively make a commitment to diversity.

Student Involvement Responsibilities:

  • Hire, train and supervise student workers and student managers. 
  • Coordinate, execute and assess departments’ activities designed to support student involvement. 
  • Assist with planning and implementation of campus wide student events as needed. 
  • Responsible for student ID distribution, supply inventory and maintenance of equipment.
  • Assist with the marketing and promotion of the Office of Student Involvement events.

QUALIFICATIONS: Bachelor’s degree required (Master’s degree preferred); superior interpersonal skills to develop effective rapport with a variety of personalities; experience related to community development, faith development, conflict resolution, higher education/student activities, advising, and educational programming; ability to work independently, some nights and weekends required; strong oral and written communication skills; and competency with technology and willingness to work with new systems.

POSTED:  03-12-19


Campus Minister - Liturgy and Music

Saint Mary’s College seeks a Full-time (32 hours per week/August through May) Campus Minister for Liturgy and Music.  This person is responsible for the planning, preparation and implementation of work related to liturgy and music and all liturgical celebrations.   The Campus Minister is present at all Sunday campus liturgies and other campus liturgies as planned as the main liturgical musician.  Duties include:

  • Attends Campus Ministry team meetings
  • Assists in the formulation of department goals and objectives
  • Recruits, develops and rehearses cantors, pianists, choral ensembles and additional instrumentalists for Sunday and special liturgies.
  • Recruits, develops and rehearses liturgical choir, liturgical instrumentalists, and the handbell choir.
  • Provides weekly supervision, formation, education and ongoing musical development for student pastoral music leaders.
  • Coordinates the planning sessions and preparation of materials for special liturgies and services. Maintains and develops the liturgical music library.
  • Procures all sound and instrument set ups for campus liturgies.
  • Maintains all instruments and sound equipment owned by Campus Ministry.
  • Collaborates with other members of the College in providing musical and liturgical leadership for College liturgies and prayer.
  • Provides pastoral leadership and pastoral care as needed.

QUALIFICATIONS:  Prefer Master's Degree in Music, Sacred Music and/or Ministry or Theology. Candidates must have at one year of previous pastoral experience.  Experience working with college students is desired. 

POSTED:  03-05-19


Coordinator, Belles Against Violence Office (BAVO)

Oversee work of the Belles Against Violence Office (BAVO) in addressing and preventing sexual assault, dating/domestic violence, and stalking within the campus community. Provide short-term crisis intervention services and long-term advocacy services to primary and secondary student survivors, including in an on-call capacity. In addition, provide supervision and development for student leaders and assist with campus education and prevention initiatives. Needs to understand and support the mission and values of a Catholic and Holy Cross institution. This position is an 11-Month, full-time schedule with a June 1, 2019 start date.  Examples of duties include, but are not limited to the following:

  • Provide crisis intervention services and ongoing support and advocacy services to Saint Mary’s College student survivors of sexual violence, relationship violence, and stalking.
  • Assist survivors in securing campus/community support as needed and desired.
  • Initiate and direct case management following an incident to provide assistance to survivors and others impacted by an incident; ensure proactive outreach and follow up with victims/survivors.
  • Maintain accurate and up-to-date documentation of client care/interactions.
  • Maintain client records; write reports and general business correspondence.
  • Remain up-to-date on research, policy and best practices relating to sexual assault, relationship violence, and stalking.
  • Work closely within the Health and Counseling Center and with Residence Life and Campus Safety to promote a safe environment on campus.
  • Advise and mentor BAVO student leaders through training and supervision.
  • Plan, coordinate, and execute campus-wide awareness and prevention events.
  • Represent BAVO in response to requests from other organizations and departments.
  • Attend/participate in Student Affairs Division, Health and Counseling Center, Belles Against Violence, and other campus/community meetings as assigned.

QUALIFICATIONS: Minimum of a Master’s degree in social work, counseling, or related field; Indiana licensure, or eligibility to obtain licensure, in a social work or counseling-related field; Experience in working with organizations to deliver services to survivors of sexual assault, dating/domestic violence, and stalking; Knowledge of relevant federal policies, including Title IX and Clery Act; Solid understanding of diversity, general social justice issues, and intersectionality; Ability to maintain confidentiality and act with discretion, sensitivity, and neutrality; Ability to make sound decisions in emergency situations; Strong oral and written communication skills; Ability to work independently as well as collaboratively; Available to work some nights and/or weekends; Computer skills, including proficiency in Microsoft Office programs.

POSTED:  01-11-2019


Director of Administrative Computing/DBA

Saint Mary’s College seeks a Director of Administrative Computing/DBA to serve as the project lead for maintenance, upgrades, and enhancements of the College’s administrative software, including the Banner student information system and ancillary systems. Works collaboratively with members of the College community to assist in the selection and implementation of administrative software. Serves as a “hands-on” manager with responsibility to ensure that the administrative systems team works effectively to meet the College’s administrative systems needs in the instructional and administrative areas of the College.  Duties include:

  • Ensuring the development and implementation of database backup procedures to ensure data integrity, making sure adequate resources are available.
  • Ensuring timely application of Banner and other software upgrades and patches to meet needs related to Banner system performance.
  • Ensuring that appropriate security is configured in Oracle and Banner to protect SMC data while allowing users to effectively perform their jobs.
  • Providing direct user primary support for one or more major Banner modules.
  • Providing secondary support for all other ancillary systems users.
  • Collaborating in the development of reporting processes using institutional administrative system data.
  • Confirming that appropriate interfaces are developed for data sharing between the administrative data bases and other college systems (i.e., Security, Blackboard, and Dining Services) and with external systems (Follett, Sodexo).
  • Providing oversight for related coding, testing and documentation activity.
  • Creating training materials (wikis, videos, etc.) and providing direct instruction in use of software for end-users.
  • Assisting the CIO in maintaining effective communication between the Department, the College community, and vendors.

QUALIFICATIONS: A bachelor’s degree in computer science or related field is required. Additionally, a successful candidate will possess: experience in higher education administrative technology; broad familiarity with open source database and enterprise software; technical expertise with all Banner modules used by the College; provable Oracle internals and PL/SQL coding expertise, solid working knowledge of systems analysis and design methods; in-depth knowledge of Linus/Windows operating systems, including use of compilers, shell scripting, web interfaces, and systems administration; project management expertise; and super verbal and written communication skills.

POSTED:  01-09-19


Director of Annual Giving

Saint Mary’s College seeks a full-time Director of Annual Giving to work in partnership with the Vice President of College Relations to strategically lead the Annual Giving operation at Saint Mary’s College.  The Director will be responsible for developing a team of professionals who will increase giving to the College by creating a donor-centered operation.  The Annual Giving program will include but is not limited to direct mail and e-solicitations, reunion giving, phonathon, student and young alumnae giving programs, and high-end Annual Giving (up to $25,000) individual solicitation program. 

  • Provides overall strategic direction and management for the entire Annual giving Program.
  • Develops and manages the Annual Giving budget.
  • Coordinates the activities of the Madeleva steering Committee, including requisite annual solicitation strategies for the Madeleva Society.
  • Identifies, solicits and stewards high-end Annual giving donors in conjunction with other development staff as required. 
  • Responsible for the development and implementation for new or expanded Annual Giving programs.
  • Collaborates with the Office of Integrated Marketing communications to ensure the Annual Giving effectively conveys the College message in synchronization with the broader efforts to brand the College.
  • Analyzes data about the Annual Giving Program and plans for future enhancements. 

QUALIFICATIONS: Bachelor’s degree in Communications, English, Journalism or related fields and a minimum of five years of development experience with an emphasis on Annual Giving, development or a related field.  Candidate will have strong written and verbal communications skills, the ability to analyze data, and be willing to make personal solicitation calls. 

POSTED: 11-19-18


Major Gifts Director 

Saint Mary’s College seeks a Major Gifts Director to be responsible for the identification, qualification, cultivation, solicitation and stewardship of assigned prospects with a gift capacity of $25,000+.  Essential responsibilities include, but are not limited to: 

  • Implement the College’s fundraising strategy as it relates to major gifts, including qualification, assessment, and cultivation of donors.  Initiate and strengthen relationships with donors creating an individual plan for each.  Use College resources, including Banner database and in house research, to identify top prospects and solicit individuals capable of providing one time gifts of $25,000 and greater.
  • Extensive travel necessary to develop donor relationships across the country.
  • Manage a personal portfolio of approximately 150-200 high-level major gift prospects.
  • Help to promote Saint Mary’s planned giving program.
  • Prepare materials for president and volunteers for high level engagement with key prospects. 

QUALIFICATIONS: The successful candidate will have a Bachelor’s degree with five years of fund raising experience or transferable marketing/sales skill strongly preferred; will be a dynamic professional with direct major gifts experience, preferably in an independent school or higher education setting; will have strong interpersonal skills and able to communicate with passion the mission of Saint Mary’s College; will be able to create and edit documents for prospective and current donors; will be a strategic thinker and a good listener who has demonstrated resourcefulness in working collaboratively with many constituencies; will be experienced in recruiting and coordinating volunteers;  and an entrepreneurial individual with a good sense of humor.

POSTED:  03-11-19


Residence Hall Director

Saint Mary's College (a Catholic residential, women’s college rooted in the charism of the Sisters of the Holy Cross and liberal arts education) seeks a Residence Hall Director.  This position has primary responsibility for the well-being and development of the students in the assigned residence hall.  Through leadership formation and the process of self-discovery, the Hall Director will invest in the lives of women to develop their talents and prepare them to make a difference in the world.  It is essential that the Hall Director understand and role model the importance of the College’s Catholic identity and its mission as well as the heritage of the Sisters of the Holy Cross. The college lives out its four core values of learning, community, faith/spirituality and justice in its residence halls. It is in these communities that the residence life hall staff are expected to develop meaningful and personal communities, engage students in exceptional living and learning experiences to foster a sense of belonging and social responsibility that complement the total educational experience and enhance student success.  This is a full-time, ten month, live-in position.  Essential job functions include:

  • Support the department’s values of leadership, student centeredness, relationship building, self-responsibility, personal learning, inclusion and community to create a vital community where each member is valued.
  • Serve as a Hearing Officer in an educationally based discipline process.  Conduct hearings, determine sanctions, follow-up or refer as appropriate, and keep accurate records.
  • Partner with the Campus Ministry staff to enhance the spiritual life of residents, meet the spiritual needs of all community members and encourage and support the student’s growth of their own spirituality.
  • Uphold the Catholic identity of the College while welcoming the diversity of faith traditions. Practice the principles of justice and compassion through a commitment to overcome prejudice, affirm human dignity and actively make a commitment to diversity.
  • Mediate conflicts as they arise and follow up after the resolution to provide continued support.
  • Select, train, supervise, and evaluated Night Assistants, SRAs, RAs, and student desk workers.
  • Work with Security Officers to encourage a community of safety, including secured access areas and safety instruction.
  • Provide intervention and response for crises and other issues and follow-up as necessary via a rotating weekly on-call schedule including during college breaks. Additionally, be a member of an on-call schedule to respond to student concerns at the University of Notre Dame home football games.

Competitive salary including a furnished, 12-month campus apartment, meal plan (when the dining hall is open), excellent benefit package and opportunities for professional development. This position is considered essential personnel staff.

QUALIFICATIONS: Bachelor’s degree required, with excellent oral and written communication skills, and leadership experience. Competency with technology and a willingness to work with new systems is required. Master’s degree is preferred.

POSTED:  01-14-19


Student Accounts Manager

Saint Mary’s College seeks a Student Accounts Manager responsible for overseeing all aspects of the Student Accounts Office. The position assists with the analysis, planning, and implementation of new information systems to better meet the needs of both internal and external staff and students. This position is responsible for the billing of student accounts receivable for new, continuing, and former students.  The Student Accounts Manager will work closely with the Controller and other departments on campus to ensure daily operations, processing, communication, and controls are effective and efficient. Responsible for managing all payment and collection activity of all AR accounts for undergraduate, graduate, and summer programs. As well providing excellent customer service to students, parents, and staff. This position will serve as the face of the Business Office during times of presentations for incoming and returning students. Responsibilities include:

  • Lead the collection of student accounts receivables and work with other offices to coordinate billing needs as well as, managing 3rd party billing for outside scholarships.
  • Provide excellent customer service to students, families, and colleagues who have inquiries into the area of student accounts.
  • Provides financial counseling for parents and students regarding payment options and payment plans with authority to negotiate special arrangements, while complying with FERPA regulations. When necessary, resolves problems and questions with students or parents regarding student finances. Contact and initiates the settling of student account balances in escalated or special situation.
  • Communicates regularly with offices such as the Financial Aid Office, Registrar’s Office, Residence Life, Admission, and Academic Advising to make the Student Information System (SIS) operations as seamless as possible for students.
  • Manages and updates semester payment plans, external website, community portal, and yearly communication to incoming students.
  • Ensures compliance with college, state, and federal regulations and standard account procedures.
  • Participate in the monthly reconciliation of Student Account Office records with the general ledger to ensure complete agreement of billing, receipts, disbursements, and outstanding receivable records.
  • Completes year-end reconciliation. Assists with discrepancies in receivables balances.
  • Oversee automated Student Information System (SIS) processes.
  • Contact students with past due balances and prepare information to use for submission to collection agency in accordance with the College’s policy.

QUALIFICATIONS:  A bachelor’s degree in related field or equivalent experience, minimum of two years accounts receivable or related experience.  Knowledge of FERPA and Title IV funding guidelines necessary.  Must possess the ability to communicate well both verbally and in writing.  Basic accounting skills and proficiency using MS Office, Excel required.

POSTED:  03-20-19


 

Saint Mary's College is an Equal Opportunity Employer. In keeping with the College's mission, Saint Mary's is committed to increasing racial and ethnic diversity at all levels - students, faculty, and staff - and seeks applications from candidates who share this commitment.