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

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.

ESSENTIAL DUTIES AND 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

Support faculty primarily within the Accounting Department

• 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.

Maintain department records

• 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.

 

GENERAL 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.

• 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.
    

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.

Skills 

• Strong written & oral skills

• Excellent organization skills

• Strong MS office and computer skills

• Must be able to maintain and manipulate spreadsheets

Abilities

• 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

Education

• Bachelors preferred

Years of Experience

• 3 years of relevant experience in administrative support roles.
   

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 conference and training sessions within Bay Area or in- or out-of-state locations.

• May be required to occasionally travel to outside customers, vendors or suppliers.
   

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 an indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.

 

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].