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
Associate Athletic Director for Administration
Job Summary
The Associate Athletic Director for Administration has the responsibility for developing, managing and overseeing all the administrative support for the Vice President and increasing responsibility for the staff of 80+ in the Department of Intercollegiate Athletics. Responsible for managing and facilitating sensitive and confidential documents/processes including game contracts, coaches’ contracts, and personnel files. Responsible for managing and facilitating all documents/processes related to human resources within the Athletic department. Responsible for updating the Athletic Department Policy and Procedure Manual. Lead assistant to the Deputy AD for External Relations overseeing all summer camp staff and support areas. Work collaboratively with other departments at the College, in helping to facilitate joint interests.
Responsible for implementing administrative leadership and dependable support to the VP for Intercollegiate Athletics. Daily communication with various athletic departments - Game Ops, Sports Information and Ticketing to make sure competitions are run smoothly. Daily Communication with Internal Operations and the Deputy AD for Internal Operations/SWA.
- Create, manage and facilitate sensitive and confidential documents, contracts and processes for the VP of Intercollegiate Athletics, West Coast Conference and to other areas in the Athletic Department. Including but not limited to athletic competition contracts/scheduling by negotiating specific conditions with opponents, creating, editing, documenting, receiving and distributing competitive game contracts for all 22 intercollegiate sports and coaches’ contracts.
- Responsible for continual contact with the WCC and the other departments in Athletics on game competition events, changes and issues of concern, including personnel.
- Responsible for completing all competition contract transactions.
- Responsible for Business Office processes for the Deputy AD for Internal Operations, involving all competition contracts.
- Work with sensitive documents from the NCAA and WCC for the VP for Intercollegiate Athletics and his Senior Staff
- Continual support for other Athletic departments.
- Update the Athletics Department Policy and Procedure Manual.
- Oversee all athletic personnel processes for the Athletic Dept. human resources. (formerly handled by an Associate AD for Athletics) Examples: Responsible for athletic staff and coaches with some interviewing, hiring recommendations, orientations and training. Responsible for Independent Contractor contracts. Partner with SMC Human Resources Department with mandatory new hire paperwork, performance reviews and mandatory compliance training.
- Oversee, organize and facilitate all athletic sports camp hiring throughout the year. Heavy emphasis on summer athletic camps, which involve the hiring of 150+ workers, including but not limited to communicating with every individual hire about HR paperwork, background checks, monitoring newly implemented mandatory compliance trainings and fingerprinting of all summer camp workers. The summer camp responsibilities are heaviest May-August.
- Work collaboratively and constantly with the Deputy AD for External Operations, HR and Payroll for all summer camp hires.
- Create policies for running camps for all Lead Camp Coaches to follow.
- Provide guidance and support for Lead Camp Coaches daily/weekly.
- Oversee, organize and monitor the Athletic Department Courtesy Vehicle program, which involves continuous contact with donors, Administration Office, Payroll and recipients of the vehicles.
- Oversee and facilitate Athletic staff, coaches, administrator meetings and functions - onsite and offsite retreats and functions. First person to handle summer camp issues and feedback. Make decisions on actions accordingly. Document issues that arise.
- Develop, manage and facilitate activities and documents for various other departments on campus, VPs and Executive Assistants, such as the General Counsel, Administrative Office, Human Resources and Payroll Office, including but not limited to assisting with job searches for some of the College's top level positions, such as Athletic Director and VP searches.
- The face and voice of the Athletic Department. Liaison between guests, alumni, donors and staff. Incumbent responsible for calmly determining responses to various situations including crisis management and guidance.
- Other duties as assigned.
Education: Bachelor’s degree required
Experience: Minimum of three (3) years of administrative experience.
Skills/Abilities:
- Proficiency with word processing and presentation software
- Proficiency with scheduling and electronic mail software
- Strong interpersonal skills with ability to deal with all levels of coaches, administrators, staff, donors, sponsors, parents, media, etc.
- Excellent oral and written communication skills.
- Ability to maintain confidentiality and use discretion.
- Strong organizational skills with ability to handle multiple, competing tasks and priorities; ability to work independently.
- Flexible holiday, weekend and night work.
Licenses & Certifications:
N/A
Anticipated Hiring Range
The anticipated hiring range for this position is$80,000 to $95,000. Placement is expected to be within this range based on qualifications and experience.
Please upload your responses to the following questions as a separate document along with your resume. Use clear, specific examples from your experience, including your role, actions taken, and outcomes where applicable. Responses will be used to evaluate your qualifications and fit for the position.1. Please describe your experience managing complex calendars or supporting senior leadership. How do you prioritize competing demands and ensure nothing is missed?
2. Describe your experience coordinating events, programs, or logistics (such as competitions, conferences, or large meetings). What was your role, and how did you ensure successful execution?
3. Provide an example of a time when attention to detail and discretion were critical in your role. How did you handle the situation?
4. Tell us about a time you worked with multiple stakeholders (internal and/or external) to accomplish a goal. How did you build and maintain those relationships?
5. This role requires strong customer service in a fast-paced environment. Describe how you approach supporting individuals with varying needs and expectations.
6. What experience do you have working in or supporting collegiate athletics? If applicable, how has that experience prepared you for this role?
