Academic Department Manager - Computer Science and Engineering

Position Title:

Academic Department Manager - Computer Science and Engineering

Position Type:

Fixed Term (Fixed Term)

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

Under the direction of the Assistant Dean of Faculty Affairs, the Department Manager provides administrative support to the Assistant Dean of Faculty Affairs, Senior Assistant Dean and Department Chairs. This position also serves as the first point of contact for various internal and external constituencies. This includes, but is not limited to, 1) financial management), 2) human resource management, 3) faculty processes, and 4) Department administrative support.

The position will supervise multiple student employees. This position operates with a high degree of autonomy and must regularly exercise judgment based on broad expertise and specialized skills. It must apply knowledge of existing policies and procedures in the day-to-day operations of the Department they manage. Duties often involve maintaining sensitive data and ensuring its confidentiality.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES:

The essential duties and responsibilities of the Department Manager are to enhance the effectiveness of the Department by providing administrative and financial process support, oversee critical processes, and represent Departmental executives to others.

I. General Administrative Support

a. Daily Operations

I. First point of contact for faculty, staff, students, and external constituencies related to finances, human resource issues, school policy and administrative issues.

II. Reply to all departmental inquiries and provide verbal and/or written responses, data, forms, financial analysis, reports, guidance on policy or process, etc., if necessary.

III. Strong knowledge of school policy and procedures. Able to plan and lead projects and working groups.

IV. Manage Department Chair and Department calendar and attend meetings to take minutes, when needed by the Chair.

b. Departmental Support.

I. Monitor cost center budget to actual transactions and process/submit financial

transactions. Will analyze finance data and propose a course of action to supervisor or department personnel. Reports monthly to the Dean's Office on the operating budget of the Department.

II. Identifies discrepancies or inconsistencies in critical department financial data and is able to independently resolve the issue or bring to the attention of an appropriate staff member.

III. Ensure all Human Resource policies and procedures are followed and proper paperwork is submitted.

IV. In conjunction with the Senior Assistant Dean and Assistant Dean for Faculty Affairs, process all routine financial and human resource transactions.

V. Assist in responding to internal and external queries for the Department.

VI. Assist with Department specific events, when needed.

VII. Logistical support for the Department Advisory Board.

VIII. Act as liaison between external departments; purchasing, registar, operations, IT, media services, building manager, Provost, finance, Sponsored Projects, Graduate Services, HR, etc.

IX. Facilitate both undergraduate and graduate scheduling quarterly. Interfaces with Registrar and Graduate Engineering Offices to ensure complete, accurate and timely submission of annual and quarterly schedule including room locations, final exam status, student capacities, times, days, dates, changes, etc.

II. Financial Management

a. Track and reconcile on a monthly basis, all Department financial transactions, to include scholarship payments, Teaching Assistant and Research Assistant graduate tuition unit credits, internal grants, designated accounts, restricted gifts, and endowment income. Create custom budget tracking tools to support the Department Chair’s understanding of their expenses.

b. Serve as Cost Center Coordinator for the Department verifying all transactions and ensuring correct completion. Routes erroneous transactions back to the appropriate party with explanation. Point of contact for financial transaction training for the Department.

c. Correct all errors identified in monthly reconciliations and/or notify appropriate

personnel for transfers and/or reconciliation.

d. Independently manage petty cash for the Department.

e. Process Department payments and reimbursements in a timely manner, quick vouchers, cash reimbursements, and petty cash accounts.

f. Process office purchase requisitions in a timely manner.

g. Process office deposits in a timely manner.

h. Submit Financial Transaction Adjustment Requests (FTARs) to correct any errors identified in departmental financial transactions. Failure to correctly complete an FTAR could have a significant negative impact on an academic department, internal grant, or the school of engineering.

III. Human Resource Management

a. Quarterly Adjunct Faculty (QAL)

I. Ensure all hiring processes for Department QAL faculty and associated payment

processing are conducted in a timely matter according to established University policies and procedures.

II. Act as point of contact for faculty hires to support onboarding, access to classrooms and offices, ordering and readiness

III. Support the search processes and hiring of faculty through Workday and JobElephant

b. Student Employment

I.Ensure all student employees are hired and accurately processed according to all

established University policies and procedures.

II. Manage Department student assistant giving tasks, training and guidance as well as ensuring hiring and hourly reporting is done correctly.

III.Verify monthly student wages through F102 report for correct charging to specific accounts .

IV.Will be responsible for managing student timesheet review/approval

V.Special Projects and Other Duties as Assigned

C. GENERAL GUIDELINES

I. Recommends initiatives and implements changes to improve quality and services.

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

III. Maintains contact with customers and solicits feedback for improved services.

IV. Maximizes productivity through use of appropriate tools; planned training and

performance initiatives.

V. Researches and develops resources that create timely and efficient workflow.

VI. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.

VII. Develops and implements guidelines to support the functions of the unit.

D. PROVIDES WORK DIRECTION

Will direct or coordinate the work of Senior Administrative Assistants in the School of Engineering. Supervises student employee(s), as needed.

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

a. Advanced proficiency with common office computing software, especially word processing, spreadsheets, and presentation software are essential (preferably Microsoft Word, Excel, and PowerPoint).

b. Experience with Workday platforms

c. 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

a. Excellent planning, organizational, and time-management skills are essential.

b. Excellent interpersonal, oral and written communication skills are essential.

c. Creative problem-solving skills are essential.

d. Strong interpersonal skills with ability to deal with a wide variety of students, faculty, and staff.

e. Team oriented individual with willingness to take initiative and get things done.

f. Strength of character, honesty, and integrity.

III. Abilities

a. Ability to exercise judgment and maintain confidentiality on a wide spectrum of topics and issues.

b. 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.

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.

a. Considerable time is spent at a desk using a computer terminal.

b. May be required to travel to other buildings on the campus.

c. May be required to attend events, conferences and training sessions within Bay Area or in-state or out-of-state locations.

d. May be required to occasionally support Dean’s office specific events or activities outside of normal business hours.

F. WORK ENVIRONMENT

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

I. Typical office environment.

II. Mostly indoor office environment with windows.

III. Offices with equipment noise.

IV. 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].