Academic Department Manager - Computer Science and Engineering

Santa Clara University•Santa Clara, CA

3d•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 (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.
Excellent interpersonal, oral and written communication skills.
Creative problem-solving skills.
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 internal and external constituencies regarding finances, human resources, school policy, and administrative issues.
Manage daily operations, including responding to inquiries, providing data and financial analysis, and offering guidance on policy or process.
Maintain knowledge of school policies and procedures, and plan/lead projects and working groups.
Manage Department Chair and Department calendar and attend meetings to take minutes when needed.
Monitor cost center budget to actual transactions and process/submit financial transactions, analyzing finance data and proposing courses of action.
Report monthly to the Dean's Office on the operating budget of the Department.
Identify and resolve discrepancies or inconsistencies in critical department financial data.
Ensure all Human Resource policies and procedures are followed and proper paperwork is submitted.
Process 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 a liaison between external departments such as purchasing, registrar, operations, IT, media services, building manager, Provost, finance, Sponsored Projects, Graduate Services, and HR.
Facilitate undergraduate and graduate scheduling quarterly, interfacing with the Registrar and Graduate Engineering Offices.
Track and reconcile all Department financial transactions monthly, including scholarship payments, TA/RA 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.
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, including 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 manner.
Act as a point of contact for faculty hires to support onboarding, access to classrooms and offices, and ordering.
Support the search processes and hiring of faculty through Workday and JobElephant.
Ensure all student employees are hired and accurately processed according to University policies and procedures.
Manage Department student assistant tasks, training, and guidance, ensuring hiring and hourly reporting are 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 the cause of problems, and develop and present recommendations for improvement of established processes and practices.
Maintain contact with customers and solicit feedback for improved services.
Maximize productivity through the 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 deviations from goals, and 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.