Position Title :

Academic Department Manager

Position Type : Regular

Regular

Hiring Range :

$25.24-$29.01 commensurate with experience.

Pay Frequency : Hourly

Hourly

This position is the first point of contact for the Department of Education in the School of Education and Counseling Psychology.

It provides administrative support to the Department of Education Chair and faculty to promote the mission of the School and the Department’s goals.

It provides support to the students, maintains the department’s budget, maintains the student database, and is in charge of general office needs for the department.

This is a full-time position reporting to the Sr. Assistant Dean.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative support for the Chair, Department of Education

• Take meeting minutes for Education meetings to support accreditation requirements
• Schedule meetings and maintain the Department of Education Chair’s appointments and calendar
• Assist Chair in preparation and coordination of department meetings and activities (prepare minutes, order refreshments, etc.)
• Arrange travel as needed
• Arrange department meetings and events as needed
• Prepare correspondence as needed
• Forward e-mail communications as requested by Chair to various faculty and / or student groups.
• Handle confidential information in support of the Chair’s supervisory responsibilities
• Assist Chair and / or Chair of Faculty Search Committees in all aspects of job searches, scheduling candidates, travel arrangements, etc.
• During faculty searches, maintain search database

Administrative support for the Faculty and Department

• Maintain office inventory of department supplies and equipment
• Organize and coordinate travel plans for faculty as needed
• Keep weekly student appointment schedules
• Maintain department directories and other files
• Coordinate PC Replacement process for affected faculty
• Contact person for copy room order paper and toner report copier repair needs
• Assist with maintenance of the department website.
• Create and maintain master calendar for the Department of Education, and coordinate department meetings
• Maintain copies of all course syllabi
• Work with building manager and / or Facilities to handle building and faculty work requests.
• Access Workday Student for grades, courses, or other information requested by faculty or chair
• Run enrollment number to monitor class size to determine if classes need to be cancelled, or extra sections added
• Organize and implement events and functions such as graduation, special speakers, faculty search processes, and other related activities
• Coordinate textbook requisitions and act as bookstore liaison
• Maintain alumni mailing list for the Department of Education
• Oversee departmental communication channels.
• Maintain e-mail groups.
• Distribute mail.
• Update university phone directory.
• Prepare memos, letters, departmental fliers and information handouts
• Forward e-mail communications as requested by Chair.
• Creates and handles event flyers and dissemination through social media
• Direct student and visitor inquiries
• Answer phones and greet students and visitors
• Assist students with program inquiries and direct them to the appropriate faculty or staff advisor
• Interact with students by assisting with forms / questions
• Interact with current and prospective students via phone and / or email, and refer them to the ECP Admissions office as needed
• Give specialty tours of department and provide relevant program information to prospective students and families
• Organize and implement events and functions such as emphasis events, first generation student celebration, guest speakers, faculty search processes, and other related activities
• Coordinate textbook requisitions and act as bookstore liaison
• Maintain alumni mailing list for the Department of Education
• Oversee departmental communication channels.

Additional Duties

• Support various department grants
• Work with Accounts Payable to pay School Districts to support Fellows
• Ensure that MOUs are up to date
• Process student fellow conference reimbursement
• Assist with purchases and reimbursements from grants

HR Support

• Troubleshoot new faculty issues with applications, onboarding, and Workday Access
• Monitor QAL applications, communicate with new faculty to ensure they are completing their onboarding steps
• Access onboarding report produced in Workday to communicate status to QALs
• Place job postings
• Hire all TAs and student workers

Financial Support

• Run monthly reports in Workday to track and manage department budget. Meet monthly with the department chair to provide status reports on the budget
• Work with SAGE advisor to manage SAGE budget. Manage budget / expenses, prepare student stipends, help where needed with events.
• Process student reimbursements
• Process all payment requests, budget / expense transfers, purchase orders, invoices, cash collections reports, business travel accounts, petty cash, and cash advances for department faculty.
• Interact with University Finance departments (Accounts Payable, Bursar’s office, and Controller’s office) following all proper financial policies and procedures
• Maintain and track all department funds and reconcile monthly with Workday reports
• Reconcile purchasing card and out-of-pocket expenses through the Workday financial system.
• Use Workday financial system to prepare and track purchase requisitions and invoices
• Designated holder of department purchasing card. Responsible for maintaining and reconciling purchase transaction log.

Academic Administrative Support

• Assist the chair in preparing full-year course schedules (AYP), lists of part-time adjunct faculty, and related approval processes
• Ensure quarterly schedules and room assignments are completed in a timely manner, including the preparation of catalog masters for each new course and quarterly schedule of departmental course offerings per the University Registrar’s procedures
• Ensure course schedules and plans are updated in Peoplesoft
• Assist the Chair with the department’s Annual Course Plan, and generate quarterly course schedules
• Maintain class rosters, run curriculum / roster reports as needed
• Support the collection of records, and information for accreditation, WASC, program review, and other reporting processes
• Distribute mid-quarter evaluations to QALs.
• Distribute to all full-time and part-time faculty end of the quarter narrative evaluations.
• Prepare quarterly summary sheets for appropriate faculty members.
• Maintain records for student course evaluations.
• Maintain student advisor lists, update advisors, run rosters, student transcripts, class offerings, student reports, monitor course syllabi.
• Access Workday Student for grades, courses, transcripts or other requested information.
• Coordinate contracts for quarterly part-time instructors.
• Prepare and edit departmental bulletin copy.
• Assist Chair in updating Student Handbook.
• Prepare full and part-time faculty quarterly information packets
• Comprehensive Examination keep sign up list of students writing comps, send out necessary information, provide list to Chair for reporting purposes, send out P / F letters to students and send results to our Records Departments along with Student Records.

Supervise student workers

• Using appropriate University documentation, hire, train, support and supervise student workers for office assistance and other academic support
• Consult with Chair concerning daily and ongoing tasks assigned to student workers
• Review and approve time sheets in Workday

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.

Knowledge

• Demonstrated commitment to multiculturalism and social justice.
• Demonstrated familiarity with computer platforms, software (Microsoft Word, Excel, and PowerPoint, Workday, CRM systems), and the internet.
• Appreciation for and understanding of the principles of Jesuit education.

Skills

• Bilingual preferred.
• Strong written and oral communication (email, phone and in-person) demonstrating strong command of the English language.

Abilities

• Must be able to handle difficult situations with a professional demeanor and communicate effectively to multiple audiences and diverse groups.
• Ability to think strategically while balancing attention to detail, anticipation of needs, and excellent organizational skills.
• Some evening and weekend work will be required.

Education and / or Experience

• Education and / or experience equivalent to Bachelor’s degree preferred
• Three years of administrative work required, preferably in an education environment

PHYSICAL DEMANDS

• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus and between two campus locations (Santa Clara, East San Jose).

WORK ENVIRONMENT

• Typical office environment.
• Mostly indoor office environment with windows.
• Offices with equipment noise.
• Offices with frequent interruptions

Last updated : 2024-05-24