Academic Department Manager

Santa Clara University•Santa Clara, CA

7d•Hybrid

About The Position

As part of the College of Arts and Sciences, the Academic Department Manager in Military Science provides administrative, operational, and project management to the Military Science Department. This department is composed of U.S Army military and civilian federal employees who are assigned to SCU to provide education and training to students from Santa Clara University, San Jose State University, University of California, Santa Cruz, and Stanford University who are in the Reserve Officers’ Training Corps (ROTC) program. This position reports to the Office of the Dean, but will directly support the Military Science staff, including the Chair, the Military Human Resources Technician, Recruiting Operation Officer, Cadre and Staff. This position provides administrative support for the department of Military Science on 30 hours per week schedule, for 10 months per year. The regular schedule will be from September through June, with time off from July through August. Supporting the rotating department chair of the department, the Academic Department Manager is an administrative position that normally receives little to no instruction on day-to-day work, receives only general instruction on new assignments and determines methods and procedures on new assignments. This position must be able to learn and use several sophisticated management systems, including Department of Defense systems, Workday HRIS, Workday Finance, and Workday student systems on an almost daily basis to manage department operations, department curriculum, student advising, student events, faculty/department events, programs, student employees, department communications, department budgets, and facilities/infrastructure. The Academic Department Manager resolves complex issues, exercising judgment within defined University and College procedures and practices to determine an appropriate course of action based on the needs of the department. The position will often consult with various campus offices, including the Office of the Registrar, Accounts Payable, Human Resources, Bon Appétit, Facilities, and Campus Safety and must build good relationships via written and oral communications. This position is responsible for supporting the department’s administrative and financial management needs while also supporting the overall activities of the department and is eligible for a hybrid work schedule, as approved by the department chair. In addition, this position involves continually interacting with students, parents, staff, faculty, affiliates and alumni, in person and by telephone, as a representative of the Military Science Department and the University.

Requirements

Demonstrated knowledge of Microsoft Office suite.
Demonstrated knowledge of Google platform tools.
Familiarity with Apple or Windows operating systems.
Strong organizational and problem-solving skills required.
Excellent written and verbal communication skills required.
Demonstrated computer skills including MS Office, Excel, Powerpoint), Google Drive.
Willingness to learn and master Workday HRIS, Workday Finance and Workday Student.
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.
Ability to analyze budget reports, monitor expenses, and make recommendations to the department chair.
Three to five years administrative or student services work experience, preferably in a higher education environment.
Willingness to conduct a Department of Defense (DOD) background investigation in order to gain a DOD Common Access Card.
Willingness to travel to attend Army Human Resources Training to learn the Cadet Command Information Management System (CCIMS), annual conferences and workshops.

Nice To Haves

Knowledge of content management systems and databases preferred.
Understanding of, and appreciation for, the principles of Jesuit education preferred.

Responsibilities

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 the Education and General (E&G) budget, gift funds and grants, and report findings to the supervisor and others, as requested, using Workday Finance.
Provide minimal training for employees and affiliates 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 purchasing-card, travel-card, and expense reports obligations on a timely basis.
Manage purchasing and requisition processes, including using Workday to add vendors/suppliers.
Ensure expenditures have accurate information and are aligned with budget priorities using appropriate university systems.
Help employees and affiliates with reimbursements for their interview expenses, including travel expenses using Workday Finance.
Communicate and coordinate with other campus departments regarding co-sponsored events.
Prepare a new fiscal year budget, estimating breakdown of expenses in partnership with the chair.
Anticipate final expenses for the fiscal year close and collaborate with the chair on the use of remaining budget and use of gift funds.
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 employees and affiliates 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.
Regularly run enrollment reports using Workday Student.
Maintain department, employee, and affiliate records and files.
Execute database queries in Workday HR, Workday Finance and Workday Student to retrieve up-to-date information and maintain accurate records.
Interact with Department of Defense employees and systems to ensure compliance with federal regulations.
Organize and maintain Army Publications Library postings changes to regulations as necessary.
Post Army magazines, periodicals, and miscellaneous materials to the cadet library.
Assist with mail and general correspondence.
Support fund-raising efforts of the chair, including communication with donors.
Maintain accurate record of annual courses using appropriate University systems, including Workday Student and Registrar policies.
Record class days, times and location preferences to instructors ensuring compliance with University guidelines.
Submit course information to Offices 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, employees and affiliates, 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.
Coordinate pre-registration, waitlist and quarterly class enrollment processes, as needed, using Workday Student and other shadow systems.
Ensure that 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 graduation, awards, and honors recognition, where relevant.
Ensure student awards are processed in a timely manner using Workday Student and Workday Finance.
Prepare and distribute advising materials.
Assign advisors to majors in the department using Workday Student.
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.
Manage spring advising removal of holds for all majors in the department in collaboration with all faculty advisors using Workday Student.
Mentor students who have contact with the department regarding the established procedures and guidelines of the University and department.
Post student job advertisements and oversee hiring process workflow using appropriate University systems.
Collect, store and maintain confidential letters of reference for candidates outside of the Workday system.
Submit requests for employees and affiliates to the 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 employees and affiliates, including return of university property.
Plan and execute department events and meetings.
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.
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 the goal of streamlining and improving data reporting.
Other appropriate duties as assigned by first- or second-level supervisor.