Academic Department Manager - Computer Science and Engineering

Santa Clara University•Santa Clara, CA

4d•$28 - $34•Onsite

About The Position

Under the direction of the Assistant Dean of Faculty Affairs, the Department Manager provides administrative support to the Assistant Dean of Faculty Affairs, Senior Assistant Dean and Department Chairs. This position also serves as the first point of contact for various internal and external constituencies. This includes, but is not limited to, 1) financial management), 2) human resource management, 3) faculty processes, and 4) Department administrative support. The position will supervise multiple student employees. This position operates with a high degree of autonomy and must regularly exercise judgment based on broad expertise and specialized skills. It must apply knowledge of existing policies and procedures in the day-to-day operations of the Department they manage. Duties often involve maintaining sensitive data and ensuring its confidentiality.

Requirements

Advanced proficiency with common office computing software, especially word processing, spreadsheets, and presentation software are essential (preferably Microsoft Word, Excel, and PowerPoint).
Experience with Workday platforms
Commitment to understand and support Santa Clara University’s distinctive Jesuit educational vision and willingness to model institutional values of competence, conscience, and compassion, in pursuit of its mission and goals.
Excellent planning, organizational, and time-management skills are essential.
Excellent interpersonal, oral and written communication skills are essential.
Creative problem-solving skills are essential.
Strong interpersonal skills with ability to deal with a wide variety of students, faculty, and staff.
Team oriented individual with willingness to take initiative and get things done.
Strength of character, honesty, and integrity.
Ability to exercise judgment and maintain confidentiality on a wide spectrum of topics and issues.
Ability to multi-task, and meet deadlines.
Bachelor’s Degree preferred, relevant work experience may be substituted in place of attaining a formal degree.
Three or more years of related administrative experience in higher education or equivalent combination of education and relevant experience required.
Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Responsibilities

Provide administrative support to the Assistant Dean of Faculty Affairs, Senior Assistant Dean and Department Chairs.
Serve as the first point of contact for faculty, staff, students, and external constituencies related to finances, human resource issues, school policy and administrative issues.
Reply to all departmental inquiries and provide verbal and/or written responses, data, forms, financial analysis, reports, guidance on policy or process, etc., if necessary.
Manage Department Chair and Department calendar and attend meetings to take minutes, when needed by the Chair.
Monitor cost center budget to actual transactions and process/submit financial transactions. Analyze finance data and propose a course of action to supervisor or department personnel. Reports monthly to the Dean's Office on the operating budget of the Department.
Identify discrepancies or inconsistencies in critical department financial data and independently resolve the issue or bring to the attention of an appropriate staff member.
Ensure all Human Resource policies and procedures are followed and proper paperwork is submitted.
Process all routine financial and human resource transactions in conjunction with the Senior Assistant Dean and Assistant Dean for Faculty Affairs.
Assist in responding to internal and external queries for the Department.
Assist with Department specific events, when needed.
Provide logistical support for the Department Advisory Board.
Act as liaison between external departments; purchasing, registrar, operations, IT, media services, building manager, Provost, finance, Sponsored Projects, Graduate Services, HR, etc.
Facilitate both undergraduate and graduate scheduling quarterly. Interface with Registrar and Graduate Engineering Offices to ensure complete, accurate and timely submission of annual and quarterly schedule including room locations, final exam status, student capacities, times, days, dates, changes, etc.
Track and reconcile on a monthly basis, all Department financial transactions, to include scholarship payments, Teaching Assistant and Research Assistant graduate tuition unit credits, internal grants, designated accounts, restricted gifts, and endowment income. Create custom budget tracking tools to support the Department Chair’s understanding of their expenses.
Serve as Cost Center Coordinator for the Department verifying all transactions and ensuring correct completion. Route erroneous transactions back to the appropriate party with explanation. Act as point of contact for financial transaction training for the Department.
Correct all errors identified in monthly reconciliations and/or notify appropriate personnel for transfers and/or reconciliation.
Independently manage petty cash for the Department.
Process Department payments and reimbursements in a timely manner, quick vouchers, cash reimbursements, and petty cash accounts.
Process office purchase requisitions in a timely manner.
Process office deposits in a timely manner.
Submit Financial Transaction Adjustment Requests (FTARs) to correct any errors identified in departmental financial transactions.
Ensure all hiring processes for Department Quarterly Adjunct Faculty (QAL) and associated payment processing are conducted in a timely matter according to established University policies and procedures.
Act as point of contact for faculty hires to support onboarding, access to classrooms and offices, ordering and readiness.
Support the search processes and hiring of faculty through Workday and JobElephant.
Ensure all student employees are hired and accurately processed according to all established University policies and procedures.
Manage Department student assistant giving tasks, training and guidance as well as ensuring hiring and hourly reporting is done correctly.
Verify monthly student wages through F102 report for correct charging to specific accounts.
Manage student timesheet review/approval.
Recommend initiatives and implement changes to improve quality and services.
Identify and determine cause of problems; develop and present recommendations for improvement of established processes and practices.
Maintain contact with customers and solicit feedback for improved services.
Maximize productivity through use of appropriate tools; planned training and performance initiatives.
Research and develop resources that create timely and efficient workflow.
Prepare progress reports; inform supervisor of project status; and deviation from goals. Ensure completeness, accuracy and timeliness of all operational functions.
Develop and implement guidelines to support the functions of the unit.
Direct or coordinate the work of Senior Administrative Assistants in the School of Engineering.
Supervise student employee(s), as needed.