Position Title:

Academic Department Manager

Position Type:

Regular

Hiring Range:

$28.03- $33.65 per hour; compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

A. POSITION PURPOSE

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.

 

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1.   Financial Management:

• 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 the Education and General (E&G) budget, gift funds and grants, and report findings to the supervisor and others, as requested.

• 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.

• Using appropriate university systems, ensure expenditures have accurate information and are aligned with budget priorities.

• Using Workday Finance, help employees and affiliates 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 the fiscal year close, anticipate final expenses and collaborate with the chair on the use of remaining budget and use of gift funds. 

2.   Office Management (Administrative Support & Record Management):

• 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.

• Using Workday Student, regularly run enrollment reports

• 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

• Organizes and maintains Army Publications Library postings changes to regulations as necessary.

• Posts Army magazines, periodicals, and miscellaneous materials to the cadet library.

• Assists with mail and general correspondence

• Support fund-raising efforts of the chair, including communication with donors.

 

3. Management of Academic Course Scheduling

Using appropriate University systems, including Workday Student and Registrar policies, maintain accurate record of annual courses. Record class days, times and location preferences to instructors ensuring compliance with University guidelines. Submit 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.

4. Student Services Support

Using Workday Student and other shadow systems, coordinate pre-registration, waitlist and quarterly class enrollment processes, as needed. 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 Using Workday Student and Workday Finance, ensure student awards are processed in a timely manner.

• Prepare and distribute advising materials.  

• Using Workday Student, assign advisors to majors in the department.

• 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.

• Using Workday Student, in collaboration with all faculty advisors, manage spring advising removal of holds for all majors in the department.

• Mentor students who have contact with the department regarding the established procedures and guidelines of the University and department.

5. Coordinate Employee and Affiliate & Student Hiring Process

• 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.

6. Programming and Event Coordination

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.

7. Technology Support

• 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.

8. Other appropriate duties as assigned by first- or second-level supervisor

 

C.   PROVIDES WORK DIRECTION

Hires, trains, supervises and mentors student employees.

D.   GENERAL GUIDELINES

• Recommends initiatives and implements approved changes to improve quality and services by expressing ideas and decisions in a clear and confident manner, balancing talking and listening and encouraging open dialogue. 

• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. 

• Maintains contact with the community 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.  

• Prepares 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.

• Commitment to the mission and social justice values inherent in the Ignatian tradition of a Jesuit education.

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 and to promote and contribute to an inclusive and respectful workplace.

1. Knowledge

• Demonstrated knowledge of Microsoft Office suite.

• Demonstrated knowledge of Google platform tools.

• Familiarity with Apple or Windows operating systems.

• Knowledge of content management systems and databases preferred.

• Understanding of, and appreciation for, the principles of Jesuit education preferred.

2. Skills

• 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.

3. Abilities

• 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.

4.Education

• Bachelor’s degree preferred.

5.Years of Experience

• Three to five years administrative or student services work experience, preferably in a higher education environment.

F.  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 transport at most 10 lbs. (such as books or boxes)
   

G.   WORK ENVIRONMENT

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

• Typical academic office environment.

• Mostly an indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.

• Eligible for hybrid work schedule, as approved by department chair.

• 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.

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 [email protected] or by phone at (408)554-4392. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact [email protected].