Position Title: Finance and Operations Manager, Leavey School of Business
Position Type: Regular
Salary Range:
$24.17 - $27.78/hour; commensurate with experience
Pay Frequency: Hourly
A. POSITION PURPOSE
Reporting to the Assistant Dean of Finance & Administration, the Manager is responsible for coordinating operational support related to the Leavey School of Business. The position is also responsible for financial management of the annual budget. The position requires confidentiality, discretion, and independent judgment, and it requires continuous interaction with staff, faculty, and students.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Administration
Provides administrative support for the Assistant Dean.
Ensures high professional standards, attention to detail, and consistent customer service in all administrative functions.
Maintains the Terra Dotta database for all LSB International Programs and acts as liaison between LSB and the Global Engagement Office.
2. Financial
Monitors and reconciles all department operating accounts and works closely with department admins.
Collects revenue from a variety of sources and ensures posting to the appropriate accounts.
Produces monthly budget reports using Workday, working closely with the Assistant Dean to monitor income and expenses.
Oversees all creations and approvals of LSB internal grants.
Serves as liaison to the University's budget office.
Reports out financial state of school.
Oversee LSB's Workday expenses.
Maintain and propose changes to LSB Financial Policies.
3. Operations
Liaison between LSB and Facilities.
Partners with Facilities to monitor building condition and ensure the maintenance of the various common spaces in Lucas Hall, including Forbes Family Conference Center, two faculty/staff lounges, seven conference rooms, and 14 small group study rooms.
Manages scheduling for conference spaces, outside of suites.
Identifies resource support, establishes contacts and oversees installation of equipment and furnishings.
Coordinates delivery and distribution of communications, mail and supplies for the building and occupants.
Plans and coordinates facilities and equipment renovations.
Updates & disseminates annual phone list.
Updates and maintains the Onity card encoding system and ensures that faculty, staff and student workers have access to necessary offices, classrooms and conference spaces.
4. Risk
Provides assistance for high priority, time-sensitive initiatives.
Meets with various student groups regarding events and projects and ensures risk is mitigated; following up with appropriate departments, as needed.
Maintains files of all LSB contracts.
5. Office Support
Acts as backup for Assistant Dean during the busy season.
C. PROVIDES WORK DIRECTION
Student Staff Supervision and Training: Hires trains, supervises, and evaluates as many as 12 student employees per year.
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D. 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.
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
Commitment to understand and support Santa Clara University's distinctive Jesuit tradition and educational vision, and willingness to model institutional values of service to others, community, and diversity.
Santa Clara University is committed to Inclusive Excellence, therefore, it is vital all candidates seeking employment be committed to and demonstrate skills, knowledge, and awareness to serve the unique needs of our diverse campus community.
2. Skills
Proficiency in Workday, Google and MS Office Suites, and ability to learn new software applications.
Math proficiency for budgetary responsibilities.
3. Abilities
Initiative, creativity, judgment, and the ability to multitask are important qualities to be successful in this position.
This person is expected to determine the procedures and methods for operational tasks required to maintain the reliable and stable operation.
Interpersonal and communication skills are essential.
Commitment to customer service, both internal and external stakeholders.
Excellent organizational skills with a strong attention to detail.
Ability to handle confidential information with discretion, and to exercise sound judgment.
4. Education and Experience
Bachelor's degree preferred.
Minimum of 3 years of relevant experience in related fields.
Higher Education experience preferred.
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, vendors or suppliers.
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
​ Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. 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. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , 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 .
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