This position works under the guidance of the Dean of the SOLES. The Assistant Dean exercises immediate supervision of Manchester Family Child Development Center Director, SOLES budget, operations and NROTC Administrative/Executive Assistants, graduate student employees and undergraduate work-study students. Approves time cards and time off requests. Serves as a mentor and evaluates performance. Provides work direction for the assistants and administrators in SOLES Centers as it relates to financial, human resource management, budgetary and operational matters. Works in collaboration with the Associate Dean, Assistant Deans, Directors and Department Chairs.
Responsibilities: Finance and Budget Oversee administrative staff who process and record financial transactions to ensure timely and accurate financial information, to monitor accounts and resolve problems, to ensure compliance and to safeguard resources and reduce risk. Approve the forecast of funds needed for staffing, equipment, materials and supplies; approve expenditures and implement budgetary adjustments as appropriate and necessary Represents SOLES at university-wide budget committee meetings. Signature authority for all budget lines in the SOLES, including approximately $12 million in annual operating funds across 16 different accounting projects in addition to multi-million dollar annual gift, grant and endowment projects. Develops and oversees the implementation of new SOLES fiscal policies and procedures for all regular and special programs. Oversees the initial budget preparation for new grants. In collaboration with the principal investigators and the Office of Sponsored Programs, monitors, reconciles, and assists with the post-award fiscal administration of grants. Ensures that SOLES budget is reimbursed for release time granted to faculty from outside work. Designs and implements systems and processes to ensure proper coding and allocation of salary and operating expenses/budget items among SOLES accounts, with particular attention to allowable grant expenses (where appropriate).
Faculty and Human Resources Administration Work with unit administrators to draft and submit new and revised position descriptions for Position Audit Committee review. Generates and manages all full and part-time faculty teaching contracts and monitors faculty salary budget. Creates, updates, and disseminates contracts. Conducts detailed tracking of documentation through the process of obtaining appropriate signatures. Works with the Provost's office and Human Resources to resolve any issues or problems. Independently adjusts salary distribution for release time, sabbaticals, etc. With the Dean, establish, implement and supervise the School's organizational strategies, business processes, policies, and procedures in order to ensure adherence to University policies and procedures. Addresses staffing issues and coordinates hiring of full time and temporary staff. Serves as a liaison to Human Resources for staffing matters. Working with the administrative/executive assistants, ensures that the reception desk is continuously staffed and the main phone line is covered during regular business hours. Facilitate staff involvement in School governance; foster communication with staff on policy and operational matters; facilitate the monthly staff meeting; assist in development of staff and their careers. Serves as a liaison for special programs to USD departments, including the Student Financial Services office, Financial Aid, Registrars, Budget and Treasury, and Information Technology Services. Communicates directly with the coordinators of all special programs to ensure adherence to university accounting policies and procedures, as well as internal guidelines. Resolves issues within these programs in collaboration with other campus departments on campus. In collaboration with the Human Resources office, ensures compliance by SOLES personnel of state and federal requirements with regards to sexual harassment training and FERPA training.
SOLES Facility Management Serves on the USD Building Managers and Academic Schedulers Committees, providing suggestions and recommendations for the USD Campus Scheduling project, implementing the R25 scheduling software and expanding its use. Serves as chair of the SOLES Space Committee and serves on the USD Space Committee, USD Parking Committee as well as other committees as assigned. Serves as USD Computer Lease Program liaison for SOLES personnel. Oversees and approves SOLES supplies and equipment orders.
Qualifications: Minimum Education Requirement: 5+ years of progressively responsible administrative/executive experience 10+ years experience in finance and operational roles Must demonstrate initiative and ability to organize and manage conflicting goals and agendas Strong leadership skills Ability to establish and maintain cooperative working relationships with the leadership of the School and other departments on campus Able to lead groups of people through procedural changes. Knowledge of finance and budgeting. Ability to maintain a sound financial environment and good business practices in accordance with USD policies and procedures Computer fluency in word processing, database, and spreadsheet software Demonstrated ability using internet and email tools Demonstrated problem solving and analytical skills Ability to set priorities independently, work under pressure and work with interruptions, little supervision, and initiative Ability to maintain confidentiality, make independent decisions, and provide consultative services to administrative and academic personnel Ability to effectively complete high pressure, time-sensitive tasks Ability to prioritize workload effectively Excellent communication and interpersonal skills Possess skills of tact, poise, diplomacy, and hospitality, with a diverse population, in a demanding environment Ability to be self directed Administrative experience with exercise of independent judgment, prioritizing work, and delegating work to others Demonstrated effective oral and written communication skills Demonstrated ability to remain flexible and interested in working in a growing and changing organization Ability to foresee future needs and respond accordingly Ability to recognize the need for policy development and then develop and assist in the implementation of policies.
Background check:Degree Verification Requirement:Salary:USD: Human Resources: Benefits Hours:Closing date: Note:The University of San Diego is a smoking and tobacco-free campus.For more information, visitwww.sandiego.edu/smokefree. Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at firstname.lastname@example.org
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The University of San Diego is committed to academic excellence, Catholic intellectual and social traditions, and providing a top-notch liberal arts education for scholars of all faiths. USD is located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean. The campus is renowned for its beauty, and features Spanish Renaissance-inspired architecture.
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