Assistant Dean, Finance and Administration

  • Santa Clara University
  • Santa Clara, CA, USA
  • Apr 29, 2022
Full time, Direct Hire Finance

Job Description

Position Title:

Assistant Dean, Finance and Administration

 

Position Type:

Regular 

 

Pay Frequency:

Annual 

 

POSITION PURPOSE: 

Reporting to the Dean, the Assistant Dean of Finance & Administration is the chief administrative officer for the Leavey School of Business and a member of the Dean’s senior leadership team.  The position has independent responsibility with significant impact on decision making for all financial, human resources, and facilities related activities within the Leavey School of Business. This position ensures that the School’s operations are in compliance with University policies and procedures, as well as applicable Local, State, and Federal laws.  The position also serves as a chief liaison to external constituencies (non-Business SCU and outside entities) for all finance, human resources, and facilities related matters.

 

The Assistant Dean works directly with the Dean and is a key participant in long-term strategic planning and goal setting for facilities, technology, and anticipation of staffing needs to support the growth and development of the Leavey School of Business. 

 

The position serves as the direct supervisor of 2 staff members; and acts as a secondary supervisor for all staff within the Leavey School of Business.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 

Human Resources

  • Serve as chief liaison with University Office of Human Resources and Provost Office 

  • Oversee all HR processes, including but not limited to staff and faculty hiring and terminations in accordance with all University policies and procedures; ensure processes are applied consistently throughout the School. 

  • Oversee performance planning and disciplinary actions. 

  • Serve as second level review and approval of performance reviews. 

  • Serve as chief liaison between the Provost Office and HR 

  • Oversee reasonable accommodation and leave requests in collaboration with HR 

  • Responsible for approval of independent contractor and honoraria requests in the Dean’s office and collaboration with HR Counsels and Finance Office to ensure the School follows all appropriate guidelines. 

  • Serve as a source of information for all staff regarding administrative details and policies 

  • Proactively review and maintain staff organizational charts to identify equity issues; request classification reviews and reorganizations in collaboration with the Dean, the Provost Office, HR, supervisors, and department heads. 

  • Ensure equity, fairness & consistency amongst all departments within the Leavey School of Business regarding job postings and compensation 

  • Facilitate staff involvement in School governance; foster communication with staff on policy and operational matters; facilitate the monthly staff meeting; assist in the professional development of staff 

  • Oversee the tracking and records of all faculty leaves and sabbatical requests 

  • Oversee the execution of all quarterly and annual faculty contracts

 

Financial Management

  • Develop the school's multi-million dollar budget, track results and liabilities, and make recommendations for improved reporting and outcomes. 

  • Develop a plan to effectively manage the administrative units within the School and how they correlate to the School’s operating budget; 

  • Provide long range financial planning guidance to Dean and Leadership Team; 

  • Strategically identify, compile, and prioritize facility, staffing, and technology needs and provide key recommendations to the Dean regarding capital requests 

  • Reconcile and update monthly budget and operating expense reports for all departments and programs; 

  • Manage School’s discretionary and gift funds; provide guidance to all units on use of funds 

  • Establish, manage and provide guidance on the School’s internal grants 

  • Collect, maintain and coordinate the submission of fiscal data for annual AACSB reporting and other institutional reports; 

  • Manage faculty, staff and student salary budget 

  • Ensure end of year processed are completed and comply with University policies and procedures  

  • Prepare special analyses for Dean as requested Maintain program and faculty development accounts; 

  • Ensure adherence to all hiring and payroll procedures and processes 

  • Serve as chief liaison with the Provost Office, University Finance Office, Human Resources and Student Employment to ensure mutual alignment and harmonized financial systems

 

Facilities Management and Infrastructure Administration

  • Collaborate with Finance & Operations Manager to work with University Operations in order to conduct analyses and develop recommendations to support facility planning in the Leavey School of Business

  • Serve as chief liaison between the School and University Facilities Offices regarding annual fire and safety inspections. 

  • Oversee the development of allocations and distributions of office space and coordinate office relocations in conjunction with University facilities; 

  • Determine renewal and replacement of equipment and furnishings.  

 

Risk Management

  • Serve as liaison between LSB and Risk Management of Compliance Director; 

  • Ensure all contracts associated with LSB are in compliance with all University policies and procedures; 

  • Serve as signature-authority for general LSB contracts; Maintain LSB contract files  

 

Special Projects

  • Develop and review policies and procedures that are in line with University policies and also meet the business need within the school 

  • Provide consultation to staff & faculty on various complex initiatives in the area of Finances, Risk & HR.

  • Complete special projects as assigned by the Dean including participation on the Dean’s Leadership Team with primary responsibility for the key functions within the LSB (administrative, finance, operations), represent LSB on relevant University- wide committees Advise and support the Dean and others in decision making, university regulations and execution 

  • Serve on various committees and represent the School at various functions

 

Other duties as assigned

 

PROVIDES WORK DIRECTION

  • Finance & Operations Manager (1 fte) Faculty & Administration Director (1fte) 

 

RECEIVES WORK DIRECTION FROM

  • This position reports to the Dean of the Leavey School of Business.

 

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. 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.

 

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.

 

Education and/or Experience

  • Master's degree required or equivalent combination of education and experience.

  • 10 years of experience in related field required or equivalent combination. Higher education experience preferred

 

Knowledge

  • Knowledge of and experience with essential computer programs. Demonstrated knowledge of Workday and PeopleSoft preferred.

Skills

  • Excellent interpersonal and communication skills, both written and oral. Presentation, leadership, conflict mediation, and team motivation skills

Abilities

  • Ability to work effectively with school administrators, faculty, students and staff as well as university administrators at various levels.

  • Ability to handle multiple projects, set priorities, meet deadlines and maintain a high level of performance in a fast paced environment with frequent interruptions.

  • Ability to supervise student employees and work effectively with staff across horizontal relationships.

  • Ability to maintain a high level of confidentiality.

  • A commitment to inclusion and diversity and a demonstrated ability to work with an increasingly diverse campus community.

  • Commitment to understand and support Santa Clara University’s distinctive Jesuit educational vision and further the mission, values and goals of the Leavey School of Business.

 

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 and computer lab environment.

  • Mostly indoor office environment with windows.

  • Offices with equipment noise.

  • Offices with frequent interruptions.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

 

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR). 

 

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 go to 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

Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

 

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 go to 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.

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