Job Details

Faculty Specialist and Assistant to the Dean
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Position Number: 5757171
Location: Santa Clara, CA
Position Type: Deans - Education

Faculty Specialist and Assistant to the Dean

Position Title:
Faculty Specialist and Assistant to the Dean

Position Type:
Regular

Hiring Range:

$29.38 - $33.77 hourly. Pay is commensurate with experience and education.

Pay Frequency:
Hourly
POSITION PURPOSE

Direct daily operations of the School of Education and Counseling Psychology Dean's Office. Specific responsibilities include managing Dean's schedule; Dean's Office event planning; student supervision, financial operations and managing the adjunct faculty hiring process.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Direction of Administrative Functions

Serve as a leader and resource for the Academic Department Managers
Provide guidance and training for Academic Department Managers
Standardize business processes and functions across the School
Document business processes and other vital information
Dean's Office Management
Manage staffing and support for the Dean's office, and delegate the following tasks as appropriate
Answer telephone, greet and direct visitors, make referrals as appropriate
Strategically organize the Dean's calendar in alignment with stated priorities, ensuring contracts and relationships with various internal and external constituencies are maintained and fostered
Manage scheduling for Dean's conference room
Order appropriate office supplies when necessary
Develop and update office procedures manual for Dean's Office front office
Track computers for updating and inventory and ensure laptop carts and others are updated as needed

Support the Dean and ECP Leadership Team

Maintain calendars and appointments for all Deans and the Director for Alumni and Employer Relations as assigned
Plan, manage, and oversee scheduling and logistics for meetings; maintain minutes
Prepare the Dean for meeting and speaking engagements
Create presentation materials for the Dean's events
Assist the Dean with background research for various strategic initiatives
Oversee the process of office moves and track space allocation
Ensure appropriate administrative support is provided to all Deans and the Director of Alumni and Employer Relations; identify opportunities for improvement and make suggestions
Direct and supervise special projects as assigned by the Dean, Associate and Assistant Deans
Take meeting minutes for Leadership meetings
Create a process to streamline, manage, and track contracts and MOUs with school districts
Manage card access for Guadalupe Hall, and approve all space requests

Student Employee Supervision

Hire, train and supervise student workers for front office operations
Prioritize project requests and allocate resources as needed, including to support the Center for Professional Development and events for the Alumni and Employer Relations position
Determine student employment needs, set schedule, and manage personnel issues
Handle student-employee related issues and inquiries and refer appropriately
Review and approve student hours in the payroll system

Financial Operations

Process Workday financial transactions and accounts payable for Dean, Associate and Assistant Deans and Directors as assigned
Assist with monthly budget reporting as needed
Track student employment and student wage reports to departments monthly
Track cost share spending for grants
Create internal grants
Process all incoming invoices and deposits and maintain records of transactions for the entire dean's office
Manage the Dean's internal grant process

Faculty Specialist

Collaborate with the Dean and Senior Assistant Dean of Finance & Administration to administer the School's adjunct faculty contracting process; preparing all contract documents, coordinating approvals, executing contracts, reviewing status of all contracts monthly, processing payment of contracts; and processing the closing of all employment contracts
Support the Dean and Senior Assistant Dean with the creation of start-up internal grants, supplemental pay, and course release allocation processes
Complete all faculty hiring steps in Workday, verify I9s, monitor the onboarding status of new faculty and follow up with those who need assistance
Ensure that Academic Department Managers follow QL hiring processes and provide requested data as needed
Central point of contact for Workday issues related to hiring
Support School Assignment letters
Assist with the faculty supplemental pay and overload process
Maintain faculty personnel files

Manage Events for the Dean's Office

Plan internal events for Dean's office
Manage menu, budget, facilities, and catering for internal events
Manage event timelines and communication for all of ECP, and ensure event timing does not conflict with other relevant programming for internal events
Develop invitations and manage RSVPs for internal events
Coordinate with other personnel to ensure communications for internal events are timely, accurate, and consistent with event goals
Identify additional staffing needs for events

PROVIDES WORK DIRECTION

Provides work direction to student staff
Provides leadership and guidance to Academic Department Managers

GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services
Identifies and determines the 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 the use of appropriate tools; planned training and performance initiatives
Researches and develops resources that create a 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
Maintains positive relationships with fellow staff, faculty, and students

QUALIFICATIONS

Knowledge

High level of proficiency in text processing and spreadsheet applications, Microsoft Office
Proficiency in other popular administration software platforms (Adobe, Google suite)
Understand and support the values and ideals of Jesuit education

Skills

Experience in maintaining budgets and preparing analyses and reports; experience with Workday strongly preferred
Excellent organizational skills with attention to accuracy and detail
Excellent oral and written communication skills, especially when dealing with sensitive issues and situations

Abilities

Supervisory experience required
Organized and ability to set priorities
Ability to work independently and exercise sound judgment
Ability to establish and maintain effective working relationships with internal and external clients
Ability to maintain confidentiality and use discretion
Excellent organizational skills with attention to accuracy and detail
Demonstrated ability to balance and respond to a complex and wide variety of demands
Willingness to take initiative and be flexible while working with a team
Ability to quickly learn software and technology platforms.

Education

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

Years of Experience

Minimum of 5 years of relevant professional experience required with progressively greater responsibilities preferred

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. Some lifting and moving of tables, chairs, desks May be required to travel to other buildings on and off 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. Required to set up for department events.

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. 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/

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.

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. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. 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.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Faculty-Specialist-and-Assistant-to-the-Dean_R5165