Academic Department Manager

Santa Clara University•Santa Clara, CA

1d•Onsite

About The Position

The purpose of this position is to primarily manage the administrative operations of the Accounting department while providing support for members of the department in their teaching & scholarship. Serve as first contact to various internal and external constituencies, including undergraduate and graduate students, adjunct and visiting professors, other academic institution faculty and staff, campus visitors, executive guests, parents and alumni. The position maintains department records, reconciles department budgets and monitors expenses in operating and gift funds. The position reports to the Sr. Assistant Dean of Finance and Administration, with a secondary supervisor of the Department Chair.

Requirements

Bachelors preferred
3 years of relevant experience in administrative support roles.
Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Strong written & oral skills
Excellent organization skills
Strong MS office and computer skills
Must be able to maintain and manipulate spreadsheets
Professional and service-oriented attitude
Ability to work well with others
Self-motivated and solutions-driven
Ability to work in situations of high stress and constant interruptions
Ability to work in an environment with little oversight
Multi-tasking ability

Responsibilities

Provide administrative support to the Accounting Department
Schedule and maintain the department calendar
Handle confidential and sensitive information in support of the Chair and department
Assist with annual scheduling of classes. This includes maintaining and keeping current the Department’s database, collecting information that will help the Chair prepare the annual schedule.
Support of academic classes. This involves running rosters, pulling reports and watching enrollments and communicating the decision of the Chair (final schedule) to various constituents. Also manage class permission numbers in the situation of classes with excess demand.
Using appropriate University systems, including Workday Student and Registrar policies, maintain accurate records of annual courses. Record class days, times and location preferences to instructors ensuring compliance with University guidelines. Submit to the Office of the Dean and Registrar.
Document and communicate ongoing changes to the Academic Year Plan and schedule. Keep the 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.
Work with the Office of the Registrar to get classes scheduled.
Serve as the department’s systems facilitator. It will include knowledge in and usage of ECampus, Camino, Concur, Peoplesoft, Workday (Finance, HR, and newly added Student) and other systems commonly used throughout the University
Support make-up exam process through the Business School’s make up sessions and disability resources.
Provide department assistance in seminar scheduling or department events. This includes booking travel, preparing reimbursements, ordering catering, booking rooms, and working with various departments to ensure events/seminars are executed
Work with on-campus groups like IT, facilities and purchasing to support the needs of the department and floor.
Order and stock department supplies.
Track key department deadlines.
Contribute to reports, documents and meetings as directed.
Work with numerous groups as the department liaison.
Maintain records in business school and university databases and/or Google docs in order to audit with, and Workday Student records.
Participate, as a department representative, at school or university meetings/functions.
Hire and process department student employees, may include but not limited to approving their hours
Prepare and copy class syllabi and assignments of professors to classes, course packets, order cases, reading materials and submit book orders in timely manner
Assist in recruiting of faculty. This includes managing the faculty listing, posting the job ad in various print and online venues, scheduling interviews at the annual conference, arranging travel and reimbursement for applicants, etc.
Work with Dean’s office to ensure timely hiring of academic term/adjunct (non-tenure-track) faculty, including posting annual positions, keeping those posts updated and accurate; helping new faculty get oriented on the campus (i.e., greet them and guide them through commonly needed areas/systems)
Manage department budget
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.
Using appropriate University systems, oversee process workflow for reimbursements, honoraria, petty cash and fund transfers.
Provide minimal training for faculty on how to submit expense reports.
Work with the 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 a 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.
Serve as first contact for internal & external constituents, including but not limited to students, parents, alumni and executive visitors
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 the 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.
Keep copies of syllabi used throughout the year.
Keep copies of important faculty documents.
Maintain record of faculty spending and account balances.
Create and maintain student employment files, including new hire paperwork
Maintain lists of department contacts. This includes maintaining emails lists of majors, various groups of faculty members and active alumni
Using Workday Student, regularly run enrollment reports
Execute database queries in Workday HR, Workday Finance and Workday Student to retrieve up-to-date information and maintain accurate records
Other duties as assigned.