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 Appétit, 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.

• 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.

• 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…