Academic Department Manager

Academic Department Manager

As part of the College of Arts and Sciences, the Academic Department Manager in Military Science provides administrative, operational, and project management to the Military Science Department. This department is composed of U.S Army military and civilian federal employees who are assigned to SCU to provide education and training to students from Santa Clara University, San Jose State University, University of California, Santa Cruz, and Stanford University who are in the Reserve Officers' Training Corps (ROTC) program. This position reports to the Office of the Dean, but will directly support the Military Science staff, including the Chair, the Military Human Resources Technician, Recruiting Operation Officer, Cadre and Staff.

This position provides administrative support for the department of Military Science on 30 hours per week schedule, for 10 months per year. The regular schedule will be from September through June, with time off from July through August.

Supporting the rotating department chair of the department, 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 learn and use several sophisticated management systems, including Department of Defense systems, Workday HRIS, Workday Finance, and Workday student systems on an almost daily basis to manage department operations, department curriculum, student advising, student events, faculty/department events, programs, student employees, department communications, department 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 department. The position will often consult with various campus offices, including the Office of the Registrar, Accounts Payable, Human Resources, Bon Apptit, Facilities, and Campus Safety and must build good relationships via written and oral communications. This position is responsible for supporting the department's administrative and financial management needs while also supporting the overall activities of the department and is eligible for a hybrid work schedule, as approved by the department chair. In addition, this position involves continually interacting with students, parents, staff, faculty, affiliates and alumni, in person and by telephone, as a representative of the Military Science Department and the University.

Essential Duties and Responsibilities

1. Financial Management:

• Using Workday Finance, prepare and process department 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 the Education and General (E&G) budget, gift funds and grants, and report findings to the supervisor and others, as requested.
• Provide minimal training for employees and affiliates on how to submit expense reports.
• Work with the 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 department expenses and communicate with faculty regarding their purchasing-card, travel-card, and expense reports obligations on a timely basis.
• Manage purchasing and requisition processes, including using Workday to add vendors/suppliers.
• Using appropriate university systems, ensure expenditures have accurate information and are aligned with budget priorities.
• Using Workday Finance, help employees and affiliates with reimbursements for their interview expenses, including travel expenses.
• Communicate and coordinate with other campus departments regarding co-sponsored events.
• In partnership with the chair, prepare a new fiscal year budget, estimating breakdown of expenses.
• For the fiscal year close, anticipate final expenses and collaborate with the chair on the use of remaining budget and use of gift funds.

2. Office Management (Administrative Support & Record Management):

• 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 department, University offices and external constituents to ensure productivity and organization.
• Provide administrative support to the department chair.
• Manage and facilitate work requests from employees and affiliates 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.
• Using Workday Student, regularly run enrollment reports
• Maintain department, employee, and affiliate records and files.
• Execute database queries in Workday HR, Workday Finance and Workday Student to retrieve up-to-date information and maintain accurate records.
• Interact with Department of Defense employees and systems to ensure compliance with federal regulations
• Organizes and maintains Army Publications Library postings changes to regulations as necessary.
• Posts Army magazines, periodicals, and miscellaneous materials to the cadet library.
• Assists with mail and general correspondence
• Support fund-raising efforts of the chair, including communication with donors.

3. Management of Academic Course Scheduling

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 Offices of the Dean and Registrar.

• Document and communicate ongoing changes to the Academic Year Plan and schedule. Keep the 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, employees and affiliates, 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

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

• Manage communication, from a wide variety of constituents, to and from students regarding their curriculum, advising, and other department opportunities.
• Manage Petitions to Graduate in collaboration with the chair and faculty advisors in a timely manner.
• Manage graduation, awards, and honors recognition, where relevant Using Workday Student and Workday Finance, ensure student awards are processed in a timely manner.
• Prepare and distribute advising materials.
• Using Workday Student, assign advisors to majors in the department.
• Provide guidance to students and refer them to the appropriate office/expert, when the issue requires.
• Maintain advisee rosters, make adjustments 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 majors in the department.
• Mentor students who have contact with the department regarding the established procedures and guidelines of the University and department.

5. Coordinate Employee and Affiliate & Student Hiring Process

• Post student job advertisements and oversee hiring process workflow using appropriate University systems.
• Collect, store and maintain confidential letters of reference for candidates outside of the Workday system.
• Submit requests for employees and affiliates to the 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 department spaces and processes. Prepare office space and purchase needed technology/supplies.
• Ensure smooth departure of outgoing employees and affiliates, including return of university property.

6. Programming and Event Coordination

Plan and execute department 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

• Coordinate all aspects of the department facilities and