Academic Department Manager in Departments of History and Classics

Position Title:

Position Type:

Hiring Range:

$28.04 to $33.65 per hour; Compensation will be based on education experience skills relevant to the role and internal equity

Pay Frequency:

A. POSITION PURPOSE

This position provides administrative support for the departments of History and Classics and is eligible for a hybrid work schedule if approved by the joint supervisors (department chairs).

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Oversee course scheduling process

• Using appropriate University systems schedule annual courses. Record class days times and location preferences to instructors ensuring compliance with University guidelines. Submit to Office of the Dean and Registrar.
• Make appropriate updates as changes occur on the Academic Year Plan and schedule. Keep 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 chair faculty members Office of the Dean and Office of the Registrar to ensure potential problems can be anticipated and resolved.

2. Financial management

• Periodically track expenditures and report findings to supervisor and others as needed.
• Using appropriate University systems oversee process workflow for reimbursements honoraria petty cash and fund transfers.
• Monthly reconciliation of purchasing cards and department expenses.
• Manage purchasing and requisition processes.
• Using appropriate university systems ensure approval of expenditures have accurate information and are aligned with budget priorities.

3. Student Services Support

• Coordinate pre-registration waitlist and quarterly class enrollment processes as needed. Ensure Office of the Registrar and department receives accurate and timely information.
• Manage communication from a wide variety of constituents to and from students.
• Manage honor society identification and application processes as well as student award process.
• Prepare and distribute advising materials.

4. Day to day office management

• Ensure welcoming and customer-friendly office presence.
• Manage and facilitate communication flow to department University offices and external constituents to ensure productivity and organization.
• Provide administrative support to department chair.
• Manage and facilitate work requests from faculty members and University offices.
• Schedule and maintain department spaces and manage calendars.
• Update website with ongoing departmental information and coordinate with Office of the Dean 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.

5. Event planning

• Schedule spaces and ensure appropriate facility 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.

6. Records management

• Maintain department faculty and student files.
• Maintain and update new course documentation and academic Bulletin.
• Execute database queries to retrieve up-to-date information and maintain accurate records.

7. Coordinate hiring process

• Post advertisements and oversee process workflow using appropriate University systems.
• Submit requests for faculty hires to Office of the Dean via Workday.
• Hire train and supervise student employees using appropriate University systems.

8. Other appropriate duties as assigned by first- or second-level supervisor.

C. PROVIDES WORK DIRECTION

Directs student employees.

D. GENERAL GUIDELINES

• Recommends initiatives and implements approved 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 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.

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.
• Willingness to learn and master Workday 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.
• Excellent written and verbal communication skills.

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.

• Bachelors degree required.

of Experience

• Three to five years administrative 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 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

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 Universitys equal opportunity and nondiscrimination policies please visit the Office of Equal Opportunity and Title IX website at 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 Serviceswebsite. 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

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 ator by phone at .