Position Title:
Manager of Operations
Position Type:
Regular
Salary Range:
Hiring Salary Range: $25.24 - $29.01/hour; commensurate with experience
Pay Frequency: Hourly; 8am - 5pm, 40 hours per week; In-person
Pay Frequency:
Hourly All applicants should submit a cover letter along with a resume. PDF format preferred.
A. POSITION PURPOSE
Reporting to the Senior Assistant Dean of Finance & Administration, the Manager of Operations is responsible for daily operations of the Leavey School of Business (LSB) within Lucas Hall including all building, classroom, facilities, and budget related matters. The position requires confidentiality, discretion, and independent judgment, and it requires continuous interaction with staff, faculty, and students.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Administration and Risk Management
Provides administrative support for the Finance and Administration team in LSB.
Manages contract review and submission process with General Counsel on behalf of departments, dean's office, and all centers and institutes, student practicums, etc.
Maintains organized filing system and detailed tracking list for all LSB contracts, expense reports, workday submissions, receipts, budget amendments, purchases, check disbursements, and deposits, etc.
Provides assistance for high priority, time-sensitive initiatives.
2. Budget management
Monitors and reconciles all department operating accounts and works closely with department admins.
Produces monthly budget reports using Workday, monitoring revenue and expenses.
Oversees all creations and approvals of LSB grants and gift funds.
Works with faculty to manage all grants, and grant related spending and reporting.
Serves as liaison to the University's budget office.
Identify and perform critical analyses, develop recommendations, and generate standardized and ad-hoc reports for the Sr. Assistant Dean.
Serves as Cost Center coordinator for LSB in Workday.
Participates in the annual budget planning process.
3. Operations
Serves as main point person for LSB with Facilities.
Monitors building condition and ensures the maintenance of all classroom, office, and common shared spaces in Lucas Hall.
Manages room reservation process for Lucas Hall.
Plans and oversees installation and renovation of all equipment and furnishings.
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.
Updates & disseminates annual phone list.
4. Faculty
Assist Faculty and Administration Director on faculty related matters and process, including but not limited to letter drafting, document creation, and life cycle tracking.
Manage both quarterly and annual faculty office assignment processes.
5. Office Support
Acts as backup for the Senior Assistant Dean during the busy season.
C. PROVIDES WORK DIRECTION
Student staff supervision and training for Dukes Business Center: Hires, trains, supervises, and evaluates as many as 12 student employees per year.
D. GENERAL GUIDELINES
Prepares progress reports; informs supervisor of project status; and deviation from goals.
Recommends initiatives and implements changes to improve quality and services.
Ensures high professional standards, attention to detail, and consistent customer service in all administrative functions.
Develops and presents recommendations for improvement of established processes and practices.
Maintains contact with the entire LSB administrative team and solicits feedback for improved services.
Maximizes productivity through use of appropriate tools, planned trainings, and performance initiatives.
Researches and develops resources that create timely and efficient workflow.
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
Knowledge, Skills and Abilities
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
High proficiency with Workday, Google Drive, Sheets, and Documents, including pivoting and table usage; MS Word, Excel and Powerpoint, and ability to learn new software applications.
Math proficiency for budgetary responsibilities.
3. Abilities
Initiative, creativity, judgment, the ability to multitask, set priorities, exceed deadlines, and maintain a high level of performance in a fast-paced environment with frequent interruptions are important qualities to be successful in this position.
Excellent organizational skills with a strong attention to detail.
Interpersonal and communication skills are essential.
Commitment to customer service, for both internal and external stakeholders.
Ability to handle confidential information with discretion, and to exercise sound judgment.
This person is expected to determine the procedures and methods for operational tasks required to maintain reliable and stable operations.
4. Education and Experience
Bachelor's degree preferred.
Minimum of 3 years of relevant experience in related fields.
Higher Education experience preferred.
E. 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 the job. It is the policy of SCU to provide reasonable accommodations for qualified persons with disabilities. The Americans with Disabilities Act and California Department of Fair Employment & Housing Act require that a "qualified" person be able to perform the essential functions of the job 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 occasionally travel to outside customers, vendors or suppliers.
F. Work Environment
The work environment characteristics described below are representative of those anemployee 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.
This position is fully in person.
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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