Job Details

Manager of Finance & Operations

Position Number: 6114631
Location: Santa Clara, CA
Position Type: Business - Finance

Manager of Finance & Operations

Position Title:
Manager of Finance & Operations

Position Type:
Regular

Hiring Range:

$28.03 - $30.84 per hour commensurate with experience

Pay Frequency:
HourlyA. POSITION PURPOSE

Reporting to the Director of Finance & Administration, the Manager of Finance & Operations is responsible for daily operations of the Leavey School of Business (Leavey) 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.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Finance & Administration

Provides administrative support for the Finance and Administration team in Leavey, working closely with the Director of Finance & Administration and Sr. Asst. Dean.
Manages contract review and submission process with General Counsel on behalf of departments, dean's office, and all centers and institutes, student practicums, etc. shepherding them from start to signature, on behalf of the Sr. Assistant Dean, Finance & Administration
Maintains organized filing system and detailed tracking list for all Leavey 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 managers.
Manages the Leavey grant creation and submission process.
Assists with faculty grant management, and grant related spending and reporting.
Serves as Cost Center coordinator for Leavey in Workday, in close partnership with the Director of Finance and Administration.
Participates in the annual budget planning process, scheduling meetings, and updating budget documents, and workbooks.

3. Operations

Serves as main point person for Lucas Hall with Facilities.
Monitors building condition and ensures the maintenance of all classroom, office, and common areas in Lucas Hall. This includes furniture upkeep and room resets.
Manages Lucas Hall event and conference room reservation approval process in the University calendar, Astra.
Plans and oversees installation and renovation of all building equipment and technology, in conjunction with the Director of Technology, as needed.
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.
Along with the Dean's Executive Assistant, work with event planning stakeholders in the Leavey departments to make sure all of their facilities-related needs are met and accounted for.
Leads the event stakeholder committee group.

4. Faculty

Manage both quarterly and annual faculty office assignment processes.
Partner with the Assistant Director, Faculty Affairs and Planning on faculty related matters and process, including but not limited to letter drafting, document creation, and life cycle tracking.

5. Office Support

Acts as backup for the Director of Finance & Administration during the busy season.
Manages calendar for Senior Assistant Dean of Finance & Administration and the general team calendar.
Audit administrative websites and work with Digital Marketing and Communications Coordinator to keep them streamlined and updated.
Maintain the Leavey organizational chart, FinOp email account, staff email lists, and update and disseminate the Leavey phone list quarterly.
Support the Director of Finance and Operations in managing the student workers in the Dukes Business Service Center. Tasks can include helping with hiring, training and regular check-ins with team lead staff.
Assist Dukes student workers with emergency facilities requests, furniture resets and storage management (lost & found, supplies, directory, etc.).

C. 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 or streamlining of established processes and practices.
Maintains contact with the entire Leavey 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.

D. 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

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 an employee 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

Santa Clara University is an equal opportunity employer. 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. Information about Title IX can be found at 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.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Manager-of-Finance---Operations_R5738