Assistant Dean Finance and Administration

Position Title:

Position Type:

Hiring Range:

$113600 $115200 annually; Compensation will be based on education experience skills relevant to the role and internal equity

Pay Frequency:

Position Purpose

The Assistant Dean of Finance & Administration for the Jesuit School of Theology of Santa Clara University (JSTSCU) serves as a member of the Deans leadership team and will play an important role in the implementation of the schools strategic Assistant Dean has primary responsibility for all financial human resources operations auxiliary and facilities related activities within the Jesuit School of Theology andensures that the Schools operations are in compliance with University policies and procedures as well as applicable Local State and Federal laws. The position also serves as a primary liaison to internal and external constituencies for all finance human resources and facilities related matters. The Assistant Dean reports to the Sr. Assistant Dean (Chief Operating Officer) of the Jesuit School of Theology and summarizes essential information for presentation to the Dean and the JSTSCU Board of Directors and to the Boards Finance Committee.

The student body is comprised of lay people Jesuits and others who are advancing their academic and ministerial skills. Students include Catholic and nonCatholic people who are attracted to JST by the schools emphasis on culturally contextualized theology in an international community with a vibrant sense of fellowship mutual respect inquiry and academic excellence.

The Jesuit School of Theology (JST) is part of Santa Clara University (SCU) a Catholic Jesuit school the main campus of which is located in the Silicon Valley. JSTSCU is a graduate school of theology and ministry located in Berkeley currently located two blocks north of the University of California campus. The JSTSCU campus consists of an academic and administrative building and three nearby apartment buildings for students all within three blocks of each other. JSTSCU shares degree programs faculty financial resources library and cross registration with member schools of an interchurch and interfaith consortium of theology and ministry schools the Graduate Theological Union (GTU) headquartered in our neighborhood.

Essential Duties and Responsibilities

A. Financial Management 20

1. Develop schools annual budget track results and make recommendations for improved reporting and outcomes. Develop a plan to accurately manage the administrative units within the School and how they correlate to the schools operating budget;

2. Reconcile and update monthly budget and operating expense reports for all departments and programs and cost center managers;

3. Manage Schools discretionary overhead housing and gift funds; provide guidance to all units for the coordinateduse of funds;

4. Establish manage and provide guidance on the Schools internal grants;

5. Collect maintain and coordinate the submission of fiscal data for annual ATS (Association of Theological Schools) reporting and other institutional reports;

6. Plan and manage faculty staff and student salary budget;

7. Ensure end of year processes are completed and comply with University policies and procedures;

analyses for the JSTSCU Dean and/or the JSTSCU Board of Directors quarterly or as requested;

;

9. Provide longrange financial planning guidance to Dean and Leadership Team;

10. Maintain program and faculty development accounts;

11. Ensure adherence to all hiring and payroll procedures and processes;

12. Serve as primary liaison with the Provost Office University Finance Office the Bursars Office Human Resources and Student Employment to ensure mutual alignment and hrmonized financial systems;

13. Oversee all accounting processes and procedures for reconciliation between the GTU (Graduate Theological Union) and Santa Clara University.

14. Ensure the timely and accurate payment of all JSTSCU invoices and bills.

15. Oversee all of the schools procurement efforts to ensure adherence to SCU policies and the responsible use of funds.

B. Facilities Management and Infrastructure Administration 20

1. Oversee the JST physical plant ensuring effective space utilization and faculty operations; serve as the chair of the space management working group.

2. Serve as primary liaison with other campus entities such as Media Services IT and Physical Plant research and propose recommendations for equipment purchases throughout the facility;

3. Assist in the planning and construction processes for any new or contemplated construction and in the development of the Schools longterm space plan;

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

5. Oversee building security including distribution of the emergency operations plan and the implementation of related trading and updating of daytoday security procedures;

6. Oversee and implement the JSTSCU building coverage calendar; participate in the implementation of the building coverage calendar;

7. Allocate and distribute office space and coordinate office relocations in conjunction with JST facilities;

8. Determine renewal and replacement of equipment and furnishings;

9. Serve as the primary liaison between SCU and GTU IT departments various vendors and support departments relating to phones and other information technology.

C. Human Resources 20

1. Serve as primary liaison with University Office of Human Resources and Provost Office;

2. Ensure all HR processes including but not limited to hiring performance planning disciplinary action and termination are implemented and in accordance with all University policies and procedures; ensure processes are applied consistently throughout the School;

3. Manage and oversee schoolwide efforts to implement a strategic graduate student assistant employment program;

4. Serve as a source of information for all staff regarding administrative details and policies;

5. Ensure equity fairness & consistency amongst all departments within the Jesuit School of Theology regarding job postings and compensation;

6. Facilitate staff involvement in School governance; foster communication with staff on policy and operational matters; assist in development of staff and their careers;

7. Plan and execute faculty and staff development opportunities.

8. Organize monthly meetings with HR reps on the main campus to ensure staff and faculty have access to human resources services.

D. Housing/Auxiliary Management 20

1. Serve as the primary liaison between SCU Director of Auxiliary Service and Facilities office regarding housing improvements renovations and maintenance issues;

2. Oversee all JST housing operations for 3 student housing buildings;

3. Work with Auxiliary Services to ensure policies and procedures are in place to maintain health and safety requirements;

4. Manage the Schools auxiliary budget; provide guidance to all units on use of funds.

E. Supervision 15

1. Administrative Associate 1 FTE)

2. Manager of Housing & Building Operations 1 FTE)

3. Supervise graduate student assistants

4. Provides work direction and development performance objectives.

F. Risk Management 5

1. Serve as liaison between JST and SCU Risk Management and Compliance staff;

2. Ensure all contracts associated with JST and the use of the academic building are in compliance with all University policies and procedures;

3. Serve as signatureauthority for general JST contracts;

4. Maintain JST contract files.

G. Special Projects (as needed)

1. Complete special projects as assigned by the Deanor COO including participation on the Deans Leadership Team with primary responsibility for the key functions within JST (administrative finance operations and infrastructure) serve as host staff for various JST functions represent JST on Universitywide committees.

2. Serve as a key stakeholder for initiatives in the JSTSCU Strategic Plan with financial implications including but not limited to Priority 3 Goal 3: JSTSCU will offer admitted students with demonstrated financial need scholarships grants and graduate assistant opportunities that cover the full annual cost of attendance including tuition fees housing and insurance; and Priority 3 Goal 4: JSTSCU will develop an enrollment recruitment and retention plan with a corresponding financial model that grows enrollment to a headcount of 150 students over the course of five years.

3. Advise and support the Dean COO Associate Dean and others in decision making university regulations and .

3. Serve on various committees and represent the School at various functions Laudato Si Committee Technical Advisory Committee Space Management Working Group JSTSCU Building Coverage Team JSTSCU Board Finance Committee other committees to be assigned.

Provides Work Direction

Provides work direction to two fulltime employees: Administrative Associate and Manager of Housing & Building Operations This position also acts as a secondary supervisor to various departments within the school.

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.

GENERAL GUIDELINES

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

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

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

4. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.

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

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

7. Prepares and submits reports as requested and required.

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

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.

Required travel to other buildings on the main campus.

May be required to attend conference and training sessions within Bay Area or in or outofstate 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. (Examples)

Typical office environment.

Mostly indoor office environment with windows.

Offices with equipment noise.

Offices with frequent interruptions.

Knowledge

Knowledge of and experience with essential computer programs including Excel Word PowerPoint and related programs.

Demonstrated knowledge of Workday preferred.

Understanding of diversity equity and inclusion practices.

Skills

Excellent interpersonal and communication skills both written and oral.

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 fastpaced environment with frequent interruptions.

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

Ability to maintain a high level of confidentiality.

Ability to engage with diverse stakeholders and in particular with communities of color

Education and/or Experience

Bachelors degree required

Minimum of five to seven years of progressively responsible experience in executive administration of complex organizations including experience in financial analysis and management management of personnel functions and demonstration leadership at a senior administrative level.

Experience in higher education administration is preferred.

To Apply

Interested candidates must submit an application in WorkDay and upload their resume and a cover review will begin 2 weeks after the position is position will remain open until it is filled.

EEO Statement

Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara Universitys equal opportunity and nondiscrimination policies see 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 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. 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 andand request to speak to Indu Ahluwalia by phone ator by email at

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.