Website Santa Clara University

Academic Department Manager for Graduate Pastoral Ministries Program

 

Position Title:

Academic Department Manager for Graduate Pastoral Ministries Program

 

Position Type:

Regular

 

Hiring Range:

 

The salary range is $25.24 to $29.01 per hou, depending on qualifications. Full benefits package available to successful candidate.

 

Potential for hybrid work schedule (max of 2 days a week from home) available with approval of supervisor.

 

Pay Frequency:

Hourly

A. POSITION PURPOSE

 

As part of the College of Arts and Sciences, the Academic Department Manager in the Graduate Program for Pastoral Ministries (GPPM) provides administrative, operational, and project management for the program. Supporting and reporting to the rotating faculty Executive Director of GPPM, 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 use several sophisticated management systems, including Workday HRIS, Workday Finance, and Workday student systems on an almost daily basis to manage program operations, curriculum, student advising, student events, faculty/department events, programs, student employees, program communications, 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 program. The position will often consult with various campus offices, including the Office of the Registrar, Accounts Payable, Human Resources, Bon Appetit, Facilities, and Campus Safety and must build good relationships via written and oral communications. This position is responsible for supporting the GPPM’s administrative and financial management needs while also supporting the overall activities of the program and is eligible for a hybrid work schedule, as approved by the Executive Director.

 

Santa Clara University is committed to increasing and sustaining diversity, equity, inclusion, accessibility, and social justice for all of our students, faculty, staff, administrators, and alumni. We believe every member of our community enriches our diversity by exposing us to a broad range of ways to understand and engage with the world. A diverse and inclusive community is a key factor to our success in our mission to educate in the Jesuit tradition. Recruitment, hiring, placement, transfer, and promotion of employees will be based on qualifications and performance and not on the basis of race, color, national and/or ethnic origin, gender, marital status, sexual orientation, disability, religion, veteran’s status or age.

 

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

 

1. Financial management-25%

 

• Using Workday Finance, prepare and process program 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/endowment funds and grants, and financial aid and report findings to supervisor and others, as requested.

• Provide minimal training for faculty on how to submit expense reports.

• Work with 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 program expenses and communicate with faculty regarding their pcard, tcard, and expense reports obligations on a timely basis.

• Maintain 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 Executive Director, prepare new fiscal year budget, estimating breakdown of expenses.

• For fiscal year close, anticipate final expenses and collaborate with Executive Director on use of remaining budget and use of gift funds.

 

2. Office Management (Administrative Support & Record Management)-20%

 

• 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 program, University offices and external constituents to ensure productivity and organization.

• Provide administrative support to Executive Director.

• Manage and facilitate work requests.

• Schedule and maintain program spaces and manage calendars.

• Update website with ongoing information and coordinate with Office of the Dean’s Director of Marketing and Communication 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 program, faculty and files.

• Execute database queries in Workday HR, Workday Finance and Workday Student to retrieve up-to-date information and maintain accurate records.

 

3. Management of Academic Course Scheduling -20%

 

• 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 Office of the Dean and Registrar.

• Document and communicate ongoing changes to Academic Year Plan and schedule. Keep Religious Studies department, 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 Executive Director, 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.

 

4. Student Services Support-15%

 

• Using Workday Student and other shadow systems, coordinate pre-registration, registration, waitlist and quarterly class enrollment processes, as needed. Ensure Office of the Registrar and program receives accurate and timely information.

• Manage communication, from a wide variety of constituents, to and from students regarding their curriculum, advising, and other program opportunities.

• Manage Petitions to Graduate in collaboration with the Executive Director and faculty advisors in a timely manner.

• Manage honor society identification and application processes as well as student award process. Using Workday Student and Workday Finance, ensure student awards are processed in a timely manner.

• Prepare and distribute advising materials.

• Using Workday student, assign faculty advisors to majors in the program.

• Provide guidance to students and refer them to the appropriate office/expert, when the issue requires.

• Maintain advisee rosters, adjust 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 students in the program.

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

 

5. Coordinate Faculty & Student Hiring Process-10%

 

• Post faculty and student job advertisements and oversee hiring process workflow using appropriate University systems.

 

• Collect, store and maintain confidential letters of reference for candidates outside of Workday system. Submit requests for adjunct faculty hires to 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 program spaces and processes. Prepare office space and purchase needed technology/supplies.

• Ensure smooth departure of outgoing faculty, including return of university property.

 

6. Programming and Event Coordination-5%

 

• Plan and execute program 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 -5%

 

• Coordinate all aspects of the program 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 Executive Director.

• Coordinate the marketing and communicating strategies including website updates, bulletin boards, and newsletters.

• Complete Campus trainings 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 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 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.

 

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.

 

Preferred skills:

 

• Skills in fostering an inclusive and equitable working and learning environment for underrepresented and marginalized students, staff, and faculty.

• Demonstrated commitment to building student, faculty, and staff’s sense of belonging within academic departments and units

 

• Skills in working on a diverse team and across differences in terms of race, gender identity, sexuality, disability, and more.

• Experience working on diversity, equity, and inclusion initiatives.

• Knowledge of student success strategies for underrepresented and first-generation college students is strongly desired.

 

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 Executive Director.

 

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 indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.

• Eligible for hybrid work schedule with a maximum of two days a week from home, as approved by the Executive Director.

• May be required to work evenings and weekends, on occasion.

 

COVID-19 Statement

 

The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our https://www.scu.edu/preparedscu/vaccines/https://www.scu.edu/preparedscu/vaccines/ for additional information.

 

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/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. Information about Title IX can be found at http://www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found athttp://www.scu.edu/title-ixhttps://www.scu.edu/oae/, (408) 554-4109, mailto: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 https://www.scu.edu/campus-safety/clery-act-compliance/ . 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 https://www.scu.edu/phonebook/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 mailto:iahluwalia@scu.edu.

 

To view the full job posting and apply for this position, go to https://apptrkr.com/5199136

 

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