Job Details

Senior Assistant Dean of Finance, Administration, and Technology

Position Number: 6448782
Location: Santa Clara, CA
Position Type: Deans - Business

Senior Assistant Dean of Finance, Administration, and Technology

Position Title:
Senior Assistant Dean of Finance, Administration, and Technology

Position Type:
Regular

Hiring Range:

$144,500 - $162,575 / annual; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Annual
A. POSITION PURPOSE

Reporting to the Dean, the Senior Assistant Dean of Finance, Administration, and Technology is the chief finance and Operations administration officer for the Leavey School of Business. The position has independent responsibility with significant impact on decision making for all financial, budgeting, human resources, facility management, information technology, and space planning functions for the Leavey School of Business. The Senior Assistant Dean serves as a member of the Dean's senior leadership team and represents the school within the Santa Clara University system, on campus, and to the external community including alumni, parents, prospective students, donors, external partners, etc.

The Senior Assistant Dean is a close partner to the Dean of the School of Business in advancing the school's strategic priorities and objectives, working in unison with other institutional officers, and reflecting and extending the Jesuit mission and values of SCU. His/her efforts support the University's mission of commitment to student learning and service to others. 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 Senior Assistant Dean will be instrumental in enhancing operations, service, and efficiency. The role requires entrepreneurial financial thinking and the ability to provide visionary leadership for long-term financial sustainability. The Senior Assistant Dean will collaborate closely with the Dean and senior leadership team, driving initiatives to diversify revenue streams and manage financial resources effectively. The position 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. This position works closely with the Provost's Office, faculty, staff, students, other schools, and departments.

The position serves as the direct supervisor of 9 positions: Director of Faculty Affairs & Planning (1FTE), Director of Finance & Administration (1FTE), Director of Technology (1FTE) and 6 Department Managers (all 6FTE) ; and as indirect supervisor of: Manager of Finance & Operations (1FTE) and the Duke's Business Service Center students; Acts as a secondary supervisor for all 50+ staff within the Leavey School of Business.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Financial Management

Develop the school's multi-million dollar budget, track results and liabilities, and make recommendations for improved reporting and outcomes, including capital needs, and contingency planning.
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 and strategic recommendations for facilities, staffing, and technology to the Dean and the 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 identifying opportunities and making recommendations for organizational change, and reimagination.
Ensure end of year processes are completed and comply with University policies and procedures
Prepare special analyses for Dean as requested
Establish, manage and provide guidance on the School's internal grants; Manage and 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.

2. Human Resources

Serve as chief liaison with the University Office of Human Resources and Provost Office.
Oversee all HR processes, including but not limited to talent and recruitment, staff hiring and terminations in accordance with all University policies and procedures; ensure processes are applied consistently throughout the School.
Develop an overall strategy for staff talent and recruitment and implement it across the school, to ensure equity, fairness & consistency amongst all departments within the Leavey School of Business regarding job postings and compensation
Oversee performance planning and disciplinary actions. Serve as second level review and approval of performance reviews.
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.
Develop a robust staff onboarding process to ensure the success of all new hires.
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.
Facilitate staff involvement in School governance; foster communication with staff on policy and operational matters; facilitate the monthly staff meeting.
Prioritize resource allocation and implement strategies for the professional development of staff.
Works with HR on all leave requests, medical accommodations, etc.

3. Accreditation, Assessment, Data and Academic Planning

Liaison to Association to Advance Collegiate Schools of Business (AACSB)
Responsible for ensuring compliance and maintenance of our accreditation standards and data reporting.
Collect, maintain and coordinate the submission of fiscal data for annual AACSB reporting and other institutional reports;
Responsible for overall leadership and direction of assessment procedures for Leavey
Manage over academic planning processes for the school, managing across academic departments, collaborating with and providing direction to chairs, faculty directors and curriculum coordinators.
Responsible for ensuring the school's compliance with the faculty collective bargaining agreement with Service Employees International Union (SEIU) Local 1021

4. Facilities Management, Infrastructure Administration, and Technology

Direct capital planning process and building improvements/renovations.
Manage the Leavey physical plant ensuring effective space utilization and faculty operations;
Oversee staff and supervision of the Duke's Business Services Center ensuring high level of customer service to faculty and students including copy services, information center services and reservation services;
Serve as chief liaison with other campus entities such as Media Services, IT, Food Services, Physical Plant, research and propose recommendations for equipment purchases throughout the facility;
Assist in the planning and construction processes for any new or contemplated construction and in the development of the School's long-term space plan;
Serve as chief liaison between the School and University Facilities Offices regarding annual fire and safety inspections.
Develop procedures and policies for resolution of issues;
Allocate and distribute office space and coordinate office relocations in conjunction with University facilities;
Determine renewal and replacement of equipment and furnishings.
Manage data platforms, faculty laboratory, Building office allocation
Work with Associate Dean, Faculty Research.

5. Legal & Risk Management

Serve as liaison between Leavey, Office of General Counsel, and Risk Management of Compliance Director;
Ensure all contracts associated with Leavey are in compliance with all University policies and procedures;
Serve as signature-authority for general Leavey contracts up to $10,000, ensuring Dean's signature for contracts up to $100,000, and Provost signature for contracts above $100,000; President's Office also needs to sign anything above $1m in many cases.
Maintain Leavey contract files.

6. 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 Leavey (administrative, finance, operations, and infrastructure), serve as host staff as various Leavey functions, represent Leavey on 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

7. Other duties as assigned

C. PROVIDES WORK DIRECTION TO

1. Director of Faculty Affairs & Planning

2. Director of Finance & Administration:

This position supervises the Manager of Finance & Operations, and the Duke's Business Service Center students.

3. Director of Technology

Overall administrative unit of 9 FT staff members; and all 50+ Leavey staff.

D. RECEIVES WORK DIRECTION FROM

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

E. 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.

F. 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. Education and/or Experience

Master's degree required
Minimum of ten years of work related to school/education administration required
Supervisor experience required
Experience in higher education administration preferred

2. Knowledge

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

3. Skills

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

4. 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.

G. 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.

H. 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 an indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.

EEO Statement

Santa Clara University is an equal opportunity employer. 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 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.

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.

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/Senior-Assistant-Dean-of-Finance---Administration--and-Technology_R6477