Dean's Office Department Manager

Position Title:

Dean's Office Department Manager

Position Type:

Regular

Hiring Range:

$25.05- $28.03 per hour

Pay Frequency:

Hourly

Dean’s Office Student Worker Management 

• Oversees the hiring and training of Student Assistants (SAs) in the Dean’s Office 
•  Coordinates scheduling of SAs to ensure front desk occupancy and customer service 
• Delegates tasks to SAs for business continuity and exceptional climate of Dean’s Office 
• Mentors and provides professional development and expertise to SAs.  AL GUIDELINES 
• Recommends initiatives and implements 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 customers 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.   Prepa

A.   Position Purpose

• This position reports to the Assistant Dean with a dotted line to the department chair. The purpose of this position is to manage the administrative operations of the department. 

B. Essential Duties And Responsibilities

• Provide administrative support to the Dean's office as well as to the support departments of General Engineering and Engineering Management. This position will also act as a floater when Academic departments require coverage.
• First point of contact for faculty, staff, students, and external constituencies
• Reply to all departmental inquiries and provide verbal and/or written responses, data, forms, etc., if necessary
• Provide administrative support to the dean including calendaring, preparing minutes, coordinating travel, processing expense report and other tasks as assigned by the Assistant Director of Administration
• Provide administrative support to Associate Dean Positions that are not tied to academic units
• Act as the primary point of contact for faculty and staff inquiries to the Dean’s Office in the School of Engineering 
• 1. 1. Manages delegated inbox
  2. 2. Coordinates front desk schedule for front-facing service to the Dean’s Office 
• 1. Manages delegated inbox
• 2. Coordinates front desk schedule for front-facing service to the Dean’s Office 
• Ensure phone calls and mail are properly routed
• Interact with students and assist them with forms, questions, assigning new majors to appropriate advisors, etc.
• Provide full support for Departmental specific meetings/events/guest speakers including, but not limited to, room reservations, catering, recording minutes, booking travel, preparing reimbursements and honoraria, and ordering catering.
• Provide assistance scheduling and maintaining department calendar and deadlines
• Ensure general inventory of departmental supplies are maintained
• In conjunction with the Department Chair and Faculty, ensure all necessary updates are identified and submitted to the appropriate personnel for annual SCU Bulletin

• Maintain Department Records

• Proctor exams, as needed
• Respond to internal and external queries for departmental data

• Maintain Departmental Website

• Coordinate the preparation and documentation for periodic ABET accreditation processes
• Provide backup support to other engineering departments in the event of vacation, sickness or other emergency

• Coordinate Student Advising

• Assist faculty with purchasing, book orders and other tasks as directed by the chair.
• First point of contact for faculty, staff, students, and external constituencies
• Reply to all departmental inquiries and provide verbal and/or written responses, data, forms, etc., if necessary
• Provide administrative support to the dean including calendaring, preparing minutes, coordinating travel, processing expense report and other tasks as assigned by the Assistant Director of Administration
• Provide administrative support to Associate Dean Positions that are not tied to academic units
• Act as the primary point of contact for faculty and staff inquiries to the Dean’s Office in the School of Engineering 
• Ensure phone calls and mail are properly routed
• Interact with students and assist them with forms, questions, assigning new majors to appropriate advisors, etc.
• Provide full support for Departmental specific meetings/events/guest speakers including, but not limited to, room reservations, catering, recording minutes, booking travel, preparing reimbursements and honoraria, and ordering catering.
• Provide assistance scheduling and maintaining department calendar and deadlines
• Ensure general inventory of departmental supplies are maintained
• In conjunction with the Department Chair and Faculty, ensure all necessary updates are identified and submitted to the appropriate personnel for annual SCU Bulletin

• Maintain Department Records

• Proctor exams, as needed
• Respond to internal and external queries for departmental data

• Maintain Departmental Website

• Coordinate the preparation and documentation for periodic ABET accreditation processes
• Provide backup support to other engineering departments in the event of vacation, sickness or other emergency

• Coordinate Student Advising

• Assist faculty with purchasing, book orders and other tasks as directed by the chair.
• 1. 1. Manages delegated inbox
  2. 2. Coordinates front desk schedule for front-facing service to the Dean’s Office 
• 1. 1. Manages delegated inbox
  2. 2. Coordinates front desk schedule for front-facing service to the Dean’s Office 

​

Graduate and Undergraduate Course Scheduling 

• In conjunction with the Department Chair, create annual and quarterly course schedules via existing university scheduling systems and resources.
• Ensure the course schedule data is submitted to the Registrar’s Office (undergraduate schedules) or the SoE Graduate Services Office (graduate schedules).
• Make appropriate updates to course schedules as they occur and ensure those updates are submitted appropriately.
• Notify affected students of any scheduling updates.
• Manage information flow between all involved parties including, but not limited to, the Department Chair, Faculty, Registrar’s Office, SoE Graduate Services Office, and Students.

​

• Financial Management

• Track and reconcile on a monthly basis, all Departmental financial transactions
• Correct all errors identified in monthly reconciliations
• Process departmental payments and reimbursements in a timely manner – includes purchasing card transactions, invoices, cash reimbursements, and petty cash accounts
• Process departmental purchase requisitions in a timely manner
• Process departmental deposits in a timely manner
• Process Financial Transaction Adjustment Requests (FTARs) to correct any errors identified in departmental financial transactions
• Track and reconcile on a monthly basis, all Departmental financial transactions
• Correct all errors identified in monthly reconciliations
• Process departmental payments and reimbursements in a timely manner – includes purchasing card transactions, invoices, cash reimbursements, and petty cash accounts
• Process departmental purchase requisitions in a timely manner
• Process departmental deposits in a timely manner
• Process Financial Transaction Adjustment Requests (FTARs) to correct any errors identified in departmental financial transactions

​

Human Resource Management

• Work with the Dean’s office to support timely hiring of adjunct faculty including posting quarterly and annual positions
• In conjunction with the Department Chair and Search Committee Chair, ensure all faculty searches are posted and conducted according to established university policies and procedures
• Ensure all faculty searches are conducted via Workday and that required data is uploaded and submitted
• Arrange and coordinate onsite interviews for faculty candidates, where appropriate
• Welcome new faculty and assist in getting them acclimated to SCU
• Ensure all student employees are hired and accurately processed according to all established university policies and procedures
• Submit completed TA/RA forms to the appropriate department
• May hire, train, supervise, and evaluate departmental student assistant(s)
• Special Projects and Other Duties as Assigned 
• Special projects and other duties may be periodically assigned, as necessary
• Support events on behalf of the Dean’s office
• Special projects and other duties may be periodically assigned, as necessary
• Support events on behalf of the Dean’s office

​

• C.   PROVIDES WORK DIRECTION res 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. 

Vii. Work Environment

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

• Typical Office Environment.

• Mostly indoor office environment with windows. 
• Offices with equipment noise. 
• Offices with frequent interruptions.

Vi. 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 attend events, conferences and training sessions within Bay Area or in- or  out-of-state locations.
• May be required to occasionally support Dean’s office specific events or activities outside of  normal business hours. 

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. 

I. Knowledge

• 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.

Ii. Skills

• 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. 

Iii. Abilities

• Ability to exercise judgment and maintain confidentiality on a wide spectrum of topics and  issues. 
• Ability to multi-task, and meet deadlines. 

IV. Education and/or Experience  

• Bachelor’s Degree preferred. Relevant work experience may be substituted in place of  attaining a formal degree. 

V. Years of Experience  

• Three or more years of related administrative experience in higher education or  equivalent combination of education and relevant experience required. 

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.