Job Details

Academic Personnel Manager and Assistant to the Dean
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Position Number: 6042563
Location: Santa Clara, CA
Position Type: Deans - Liberal Arts

Academic Personnel Manager and Assistant to the Dean

Position Title:
Academic Personnel Manager and Assistant to the Dean

Position Type:
Regular

Hiring Range:

The starting salary for this position is $37.31/hour. Generous benefits are provided to full-time staff. See scu.edu/hr/benefits for more details.

Pay Frequency:
Hourly

A. POSITION PURPOSE

The Academic Personnel Manager for Continuing Faculty and Executive Assistant to the Dean is responsible for managing the faculty promotion processes assigned to the dean of the College of Arts and Sciences (CAS), managing communications with and management of all advisory board, fundraising and outreach events sponsored or attended by the dean, and working with internal and external parties to ensure the dean of CAS can effectively raise the visibility of CAS both internally and externally.

The Academic Personnel Manager for Continuing Faculty and Executive Assistant to the Dean reports to the Senior Assistant Dean and Chief of Staff of CAS, but directly supports the efforts of the CAS dean. This position works independently, requires a professional demeanor, and sound judgement on highly confidential university processes. This position enhances the effectiveness of the dean and the office of the dean by providing information management support, overseeing critical academic processes, and representing executives to a myriad of constituencies. This is a full-time, full-year, in-person position. There is the possibility of a maximum of of 2 days per week work from home, with approval of your supervisor, after an appropriate introductory period.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Manage faculty promotion and tenure-track hiring processes for continuing faculty.

Exercising an extraordinary level of organization, sound judgement, and confidentiality, direct all logistics for rank and tenure processes, teaching professor promotion and reappointment, and tenure-track and teaching professor hiring processes.
Create, implement and monitor system to organize and track documents. Maintain confidential repositories for all documents.
Help to communicate university policies and timelines to all participants and ensure all participants understand and comply with those policies and timelines.
Coordinate any meetings between principal constituents and ensure relevant information is provided.
Solicit, track, and collect tenure/promotion review letters from referees around the world. This entails developing communications to these experts, chairs, committees, and faculty, sending the works to be evaluated, communicating information on deadlines, and ensuring that the letters and CVs are received in accordance with university timelines.
Verify integrity of the processes and guarantee successful completion of all deliverables per university policies and timelines.
Manage sensitive and confidential communications; determine when involvement of senior management is necessary.
Develop process improvements, consult with Provost-level leadership, and oversee implementation of changes.
Prepare offer letters, revised offer letters, and retention offer letters, promotion and reappointment letters, ensure approval of all offer letters from Provost's office in support of dean's recruitment efforts.
Work with Departments to code all candidates so job requisitions can be closed in Workday.
Direct students and support staff as needed.

2. Provide Operations and Communications Management/Executive support to dean/Calendar Management

Manage extremely active appointment calendars using sound judgement in determining priorities to ensure Dean's time is allocated to highest priorities, and allows time for projects as well as meetings.
Arrange complex and detailed travel plans, itineraries and agendas. Compile documents for travel-related meetings.
Schedule multi-participant meetings, coordinate agendas
Plan, coordinate and ensure schedules are followed. In collaboration with Senior Assistant Dean, provide gatekeeper and gateway role by creating mutually beneficial situations for access to executives.
Work closely with leadership team to coordinate dean's activities and events; assign and oversee logistics for activities and events.
Work closely and effectively with dean to keep her/him well informed of upcoming commitments and responsibilities, following up appropriately. Have a keen sense of and for issues and keep the dean and senior assistant dean apprised.

3. Event Management- Manage a multitude and variety of special projects, especially high-profile events, having critical impact on university and college. Follow through to successful completion, often with competing deadline pressures and requiring coordination of several constituencies.

Schedule, support and ensure success of council of chairs' meetings, including providing materials for participants.
Schedule, support and ensure success of New Faculty Welcome events, including providing materials for participants.
Schedule, support and ensure success of all dean's advisory board meetings, including providing materials for participants.
Schedule, support and ensure success of all dean's student advisory board meetings, including providing materials for participants.
Schedule, support and ensure success of events put on by Dean's Strategic Advisor on Faculty DEI initiatives
Schedule, support and ensure success of dean's fundraising/donor trips.

3. Coordinate communications for dean with accuracy, professionalism, credibility, and integrity.

Compose, edit and prepare personal correspondence and documents that are often confidential. Direct and facilitate communication between dean and all constituencies.
Manage sensitive and confidential communications between senior-level management and dean.
Research, prioritize, and follow up on incoming issues and concerns addressed to the dean, including those of sensitive or confidential nature. Determine appropriate course of action - referral or response - and execute.
Develop processes to ensure dean's communications are reviewed and processed in efficient and effective manner.
Participate as member of dean's leadership team by proactively determining and researching data for decision-making.
Receive and coordinate media requests and logistics for the dean.

4. Work with Internal and External Constituencies to ensure success of dean's efforts/initiatives.

Build and maintain relationships critical to the success of the Office of the Dean
Prioritize conflicting needs and handle matters expeditiously and proactively.
Communicate directly, and on behalf of the dean, with board members, friends and donors, and external constituencies. Coordinate with Director of Strategic Relations and Initiatives and the Director of Marketing and Communications to develop processes to ensure smooth communication from dean to external constituencies.
Ensure smooth and timely communication between the dean's office and departments/programs.
Establish and maintain professionalism, credibility, and trust with university offices with special focus on Offices of the President, Executive Vice President/Provost, and various Vice Presidents.
Serve as dean's administrative liaison to leadership board and student advisory board.
Manage relationships with all board members and ensure discretion and confidentiality.
Ensure compliance with policy and best practices.
Process expense reports, in a timely manner, for the Dean as well as for individual work-related expenses

5. Other duties as assigned.

C. PROVIDES WORK DIRECTION

Provide direction to student employees and temporary employees.

D. GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services. - YES
Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. - YES
Maintains contact with customers and solicits feedback for improved services. - YES
Maximizes productivity through use of appropriate tools; planned training and performance initiatives. - YES
Researches and develops resources that create timely and efficient workflow. - YES
Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. - YES
Prepares and submits reports as requested and required. - YES
Develops and implements guidelines to support the functions of the unit. - YES
Must be willing and able to work weekends, holidays and overtime as needed.

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

Proficiency with Microsoft Office suite, Google documents, sheets and slides. Willingness to learn Interfolio, databases and web content management systems.
Willingness to learn and use Workday systems.
Strong knowledge of presentation software.
Knowledge of how academic priorities and educational mission drive institutions of higher learning.
Knowledge of project management best practices.
Experience managing projects from inception to completion; ability to manage a team and workflow across multiple tasks and projects.
Commitment to understand and support Santa Clara University's distinctive Jesuit educational vision and willingness to model institutional values of competence, conscience and compassion, in pursuit of its mission and goals.

2. Skills

Strong planning, organizational and time-management skills with excellent attention to detail.
Strong interpersonal skills and ability to create a welcoming work environment.
Strong verbal and written communication skills.
Balances talking and listening to encourage an open dialogue.
Strong creative problem-solving skills
Strong research skills.
Strong project management skills.
Team and service-oriented individual with willingness to take initiative and get things done.
Strength of character, honesty, integrity is critical to this position.

3. Abilities

Ability to perform and prioritize multiple tasks seamlessly.
Strong ability to build successful relationships with stakeholders from multiple constituencies and a diverse population.
Strong ability to anticipate issues and proactively problem solve.
Strong decision-making ability.
Ability to exercise sound judgement.
Ability to work independently and within a team environment with equal effectiveness and efficiency.
Ability to handle confidential information with discretion.
Ability to provide highest levels of customer service while handling multiple and competing demands.
Ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Ability to maintain effective working relationships with all levels of internal and external constituencies.

4. Education

Bachelor's degree required.

5. Years of Experience

Four years of experience of related experience, such as supporting executives, preferably in an educational or other not-for-profit 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 attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, venders or suppliers
May, on occasion, be required to work an evening or weekend event.

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 office environment.
Mostly 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/Academic-Personnel-Manager-and-Assistant-to-the-Dean_R5604