Description

Position Title:
Academic Department Manager

Position Type:
Regular

Hiring Range:

$28.03 to $33.65 per hour, depending on experience and qualifications. Generous benefits package available. scu.edu/hr/benefits.

Pay Frequency:
Hourly
A. POSITION PURPOSE

As part of the College of Arts and Sciences, this department manager position will provide administrative support for the College of Arts and Sciences, with a primary focus on providing supplemental administrative support for some of the large departments in the College (approximately 75% of the position) and the rest of the assignment in supporting Dean's office events and programming. The successful candidate will need to master the skills listed below in order to support departments, as assigned by the Dean's office. The position will also be part of a Dean's Office Events team that supports the planning and execution of College-wide events, including but not limited to Welcome Weekend, Open House, Grand Reunion, Family Weekend, Preview Day, DeNardo Lecture, Sinatra Visiting Artist events, Vari Italian Studies events, and the Center for Arts and Humanities, among others. As needed, the position may also provide some support for the Senior Assistant and Assistant Deans in the College. This position is eligible for a hybrid work schedule, if approved by the supervisor. Evening and weekend work may be required, on occasion.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Financial management-15%

• Using Workday Finance, prepare and process department financial activities, including reimbursements, expense reports, expense transfers, accounting adjustments, payment requests, supplier invoice requests, honoraria, guest speakers, petty cash, and fund transfers.
• Using Workday Finance, track expenditures for E&G budget, gift funds and grants, and report findings to supervisor and others, as requested.
• Provide minimal training for faculty on how to submit expense reports.
• Work with Office of the General Counsel to secure approved contracts for independent contractors, and other vendors before work begins by those entities.
• Prepare monthly reconciliation of department expenses and communicate with faculty regarding their pcard, tcard, and expense reports obligations on a timely basis.
• Maintain shadow system, if needed, to provide information for faculty grants.
• Manage purchasing and requisition processes, including using Workday to add vendors/suppliers.
• Using appropriate university systems, ensure approval of expenditures have accurate information and are aligned with budget priorities.
• Using Workday Finance, help candidates for faculty positions with reimbursements for their interview expenses, including travel expenses.
• Communicate and coordinate with other campus departments regarding co-sponsored events.
• In partnership with the chair, prepare a new fiscal year budget, estimating breakdown of expenses.
• For fiscal year close, anticipate final expenses and collaborate with the chair on the remaining budget and use of gift funds.

2. Office Management (Administrative Support & Record Management)-15%

• Ensure welcoming and customer-friendly office presence. Independently establish and maintain positive relationships with students and faculty and actively solicit feedback
• Manage and facilitate communication flow to department, University offices and external constituents to ensure productivity and organization.
• Provide administrative support to department chair.
• Manage and facilitate work requests from faculty members and University offices.
• Schedule and maintain department spaces and manage calendars.
• Update website with ongoing departmental information and coordinate with Office of the Dean to disseminate information via other communication channels.
• Purchase office and instructional supplies and equipment.
• Ensure office equipment is operating efficiently. Manage issues as they arise.
• Using Workday Student, regularly run enrollment reports
• Maintain department, faculty and files.
• Execute database queries in Workday HR, Workday Finance and Workday Student to retrieve up-to-date information and maintain accurate records.

3. Management of Academic Course Scheduling -10%

• Using appropriate University systems, including Workday Student and Registrar policies, maintain accurate record of annual courses. Record class days, times and location preferences to instructors ensuring compliance with University guidelines. Submit to Office of the Dean and Registrar.
• Document and communicate ongoing changes to Academic Year Plan and schedule. Keep Office of the Dean and Office of the Registrar informed of changes by periodically submitting updated Academic Year Plans and quarterly schedules. Keep students informed of changes.
• Manage information flow between chair, faculty members, Office of the Dean and Office of the Registrar to ensure potential problems can be anticipated and resolved.
• Maintain and update new course documentation and academic Bulletin.

4. Student Services Support-10%

• Using Workday Student and other shadow systems, coordinate pre-registration, waitlist and quarterly class enrollment processes, as needed. Ensure the Office of the Registrar and department receives accurate and timely information.
• Manage communication, from a wide variety of constituents, to and from students regarding their curriculum, advising, and other department opportunities.
• Manage Petitions to Graduate in collaboration with the chair and faculty advisors in a timely manner.
• Manage honor society identification and application processes as well as student award process. Using Workday Student and Workday Finance, ensure student awards are processed in a timely manner.
• Prepare and distribute advising materials.
• Using Workday student, assign faculty advisors to majors in the department.
• Provide guidance to students and refer them to the appropriate office/expert, when the issue requires.
• Maintain advisee rosters, make adjustments as students declare or drop majors or faculty go on leave.
• Using Workday Student, in collaboration with all faculty advisors, manage spring advising removal of holds for all majors in the department.
• Mentor students who have contact with the department regarding the established procedures and guidelines of the University and department.

5. Coordinate Faculty & Student Hiring Process-10%

• Post faculty and student job advertisements and oversee hiring process workflow using appropriate University systems.
• Collect, store and maintain confidential letters of reference for candidates outside of Workday system.
• Submit requests for adjunct faculty hires to Office of the Dean.

• Navigate Workday HRIS and Workday Student to hire students, including using the complex multi-step process to hire students, as needed

• Hire, train and supervise student employees using appropriate University systems.
• Orient new faculty to department spaces and processes. Prepare office space and purchase needed technology/supplies.
• Ensure smooth departure of outgoing faculty, including return of university property.

6. Programming and Event Coordination-30%

• As part of the Dean's office team, plan and execute department events and meetings planned by the College, including but not limited to Welcome Weekend, Open House, Grand Reunion, Family Weekend, Preview Day, DeNardo Lecture, Sinatra Visiting Artist events, Vari Italian Studies events, and the Center for Arts and Humanities, among others.
• Schedule spaces and ensure appropriate facility and equipment requests are submitted.
• Arrange menus and entertainment.
• Manage invitations, correspondence and advertising.
• Coordinate travel and lodging arrangements for guests.
• Arrange for gifts, parking, decorations and other necessary details.
• Collaborate with partners across campus to reconcile expenses.
• Manage logistics for events and trainings, including scheduling, reserving rooms, ordering food and supplies, and publicity.
• Evening and weekend work may be required, on occasion.

7. Technology Support -5%

• Coordinate all aspects of the department facilities and equipment (repairs/maintenance/upgrades of computer network, PC replacement, phone system, copy machines; water supply, keys, office supplies acquisition, monitoring expenditures, staff access to buildings).
• Provide regular acquisition and activity reports to the Chair.
• Coordinate the marketing and communicating strategies including website updates, bulletin boards, and newsletters.
• Complete Campus training and/or workshops to ensure technology skills are up-to-date for the position.
• Troubleshoot minor computer or copier issues and refer end users to appropriate support resources on campus.
• Evaluate new software for process improvements; Provide feedback with goal of streamlining and improving data reporting.

8. Other appropriate duties as assigned by first- or second-level supervisor.

C. PROVIDES WORK DIRECTION

Directs student employees.

D. GENERAL GUIDELINES

• Recommends initiatives and implements approved changes to improve quality and services.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
• Maintains contact with the community and solicits feedback for improved services.
• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
• Researches and develops resources that create timely and efficient workflow.
• Prepares progress reports; informs supervisor of project status; and deviation from goals.
• Ensures completeness, accuracy and timeliness of all operational functions.
• Prepares and submits reports as requested and required.
• Develops and implements guidelines to support the functions of the unit.

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1. Knowledge

• Demonstrated knowledge of Microsoft Office suite.
• Demonstrated knowledge of Google platform tools.
• Familiarity with Apple or Windows operating systems.
• Willingness to learn and master Workday systems
• Knowledge of content management systems and databases preferred.
• Understanding of, and appreciation for, the principles of Jesuit education preferred.

2. Skills

• Strong organizational and problem-solving skills.
• Excellent written and verbal communication skills.

3. Abilities

• Ability to maintain a high level of confidentiality.
• Ability to take initiative and work independently as well as function well in a team environment.
• Ability to handle detailed information with a high degree of accuracy.
• Ability to prioritize, multitask, meet deadlines, and handle stressful situations with tact and sensitivity.
• Demonstrated ability to work cooperatively with others and maintain relationships with internal and external clients. Must demonstrate high energy, flexibility and a willingness to work as a team player in an organizational environment.

4.Education

• Bachelor's degree preferred.

5.Years of Experience

• Three years administrative work experience, preferably in a higher education environment.

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus.
• May be required to transport at most 10 lbs. (such as books or boxes)

G. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical academic office environment.
• Mostly indoor office environment with windows.
• Offices with equipment noise.
• Offices with frequent interruptions.
• Eligible for hybrid work schedule
• Some night and weekend work may be required, as needed for events.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750.