Santa Clara University
Senior Assistant Dean of Finance, Administration, and Technology
Santa Clara University, Santa Clara, California, United States, 95050
Senior Assistant Dean of Finance, Administration, and Technology
Reporting to the Dean, the Senior Assistant Dean of Finance, Administration, and Technology is the chief finance and operations administration officer for the Leavey School of Business. The position has independent responsibility with significant impact on decision making for all financial, budgeting, human resources, facility management, information technology, and space planning functions for the Leavey School of Business. The Senior Assistant Dean serves as a member of the Dean's senior leadership team and represents the school within the Santa Clara University system, on campus, and to the external community including alumni, parents, prospective students, donors, external partners, etc. The Senior Assistant Dean is a close partner to the Dean of the School of Business in advancing the school's strategic priorities and objectives, working in unison with other institutional officers, and reflecting and extending the Jesuit mission and values of SCU. His/her efforts support the University's mission of commitment to student learning and service to others. This position ensures that the School's operations are in compliance with University policies and procedures, as well as applicable Local, State, and Federal laws. The position also serves as a chief liaison to external constituencies (non-Business SCU and outside entities) for all finance, human resources, and facilities related matters. The Senior Assistant Dean will be instrumental in enhancing operations, service, and efficiency. The role requires entrepreneurial financial thinking and the ability to provide visionary leadership for long-term financial sustainability. The Senior Assistant Dean will collaborate closely with the Dean and senior leadership team, driving initiatives to diversify revenue streams and manage financial resources effectively. The position works directly with the Dean and is a key participant in long-term strategic planning and goal setting for facilities, technology, and anticipation of staffing needs to support the growth and development of the Leavey School of Business. This position works closely with the Provost's Office, faculty, staff, students, other schools, and departments. The position serves as the direct supervisor of 9 positions: Director of Faculty Affairs & Planning (1FTE), Director of Finance & Administration (1FTE), Director of Technology (1FTE) and 6 Department Managers (all 6FTE); and as indirect supervisor of: Manager of Finance & Operations (1FTE) and the Duke's Business Service Center students; Acts as a secondary supervisor for all 50+ staff within the Leavey School of Business. Essential Duties and Responsibilities
1. Financial Management
Develop the school's multi-million dollar budget, track results and liabilities, and make recommendations for improved reporting and outcomes. Develop a plan to effectively manage the administrative units within the School and how they correlate to the School's operating budget. Provide long range financial planning guidance and strategic recommendations for facilities, staffing, and technology to the Dean and the Leadership Team. Strategically identify, compile, and prioritize facility, staffing, and technology needs and provide key recommendations to the Dean regarding capital requests. Reconcile and update monthly budget and operating expense reports for all departments and programs. Manage School's discretionary and gift funds; provide guidance to all units on use of funds. Establish, manage and provide guidance on the School's internal grants. Collect, maintain and coordinate the submission of fiscal data for annual AACSB reporting and other institutional reports. Manage faculty, staff and student salary budget identifying opportunities and making recommendations for organizational change, and reimagination. Ensure end of year processes are completed and comply with University policies and procedures. Prepare special analyses for Dean as requested. Establish, manage and provide guidance on the School's internal grants; Manage and Maintain program and faculty development accounts. Ensure adherence to all hiring and payroll procedures and processes. Serve as chief liaison with the Provost Office, University Finance Office, Human Resources and Student Employment to ensure mutual alignment and harmonized financial systems. 2. Human Resources
Serve as chief liaison with the University Office of Human Resources and Provost Office. Oversee all HR processes, including but not limited to talent and recruitment, staff hiring and terminations in accordance with all University policies and procedures; ensure processes are applied consistently throughout the School. Develop an overall strategy for staff talent and recruitment and implement it across the school, to ensure equity, fairness & consistency amongst all departments within the Leavey School of Business regarding job postings and compensation. Oversee performance planning and disciplinary actions. Serve as second level review and approval of performance reviews. Oversee reasonable accommodation and leave requests in collaboration with HR. Responsible for approval of independent contractor and honoraria requests in the Dean's office and collaboration with HR Counsels and Finance Office to ensure the School follows all appropriate guidelines. Serve as a source of information for all staff regarding administrative details and policies. Develop a robust staff onboarding process to ensure the success of all new hires. Proactively review and maintain staff organizational charts to identify equity issues; request classification reviews and reorganizations in collaboration with the Dean, the Provost Office, HR, supervisors, and department heads. Facilitate staff involvement in School governance; foster communication with staff on policy and operational matters; facilitate the monthly staff meeting. Prioritize resource allocation and implement strategies for the professional development of staff. Works with HR on all leave requests, medical accommodations, etc. 3. Accreditation, Assessment, Data and Academic Planning
Liaison to Association to Advance Collegiate Schools of Business (AACSB) Responsible for ensuring compliance and maintenance of our accreditation standards and data reporting. Collect, maintain and coordinate the submission of fiscal data for annual AACSB reporting and other institutional reports. Responsible for overall leadership and direction of assessment procedures for Leavey. Manage over academic planning processes for the school, managing across academic departments, collaborating with and providing direction to chairs, faculty directors and curriculum coordinators. Responsible for ensuring the school's compliance with the faculty collective bargaining agreement with Service Employees International Union (SEIU) Local 1021. 4. Facilities Management, Infrastructure Administration, and Technology
Direct capital planning process and building improvements/renovations. Manage the Leavey physical plant ensuring effective space utilization and faculty operations. Oversee staff and supervision of the Duke's Business Services Center ensuring high level of customer service to faculty and students including copy services, information center services and reservation services. Serve as chief liaison with other campus entities such as Media Services, IT, Food Services, Physical Plant, research and propose recommendations for equipment purchases throughout the facility. Assist in the planning and construction processes for any new or contemplated construction and in the development of the School's long-term space plan. Serve as chief liaison between the School and University Facilities Offices regarding annual fire and safety inspections. Develop procedures and policies for resolution of issues. Allocate and distribute office space and coordinate office relocations in conjunction with University facilities. Determine renewal and replacement of equipment and furnishings. Manage data platforms, faculty laboratory, Building office allocation. Work with Associate Dean, Faculty Research. 5. Legal & Risk Management
Serve as liaison between Leavey, Office of General Counsel, and Risk Management of Compliance Director. Ensure all contracts associated with Leavey are in compliance with all University policies and procedures. Serve as signature-authority for general Leavey contracts up to $10,000, ensuring Dean's signature for contracts up to $100,000, and Provost signature for contracts above $100,000; President's Office also needs to sign anything above $1m in many cases. Maintain Leavey contract files. 6. Special Projects
Develop and review policies and procedures that are in line with University policies and also meet the business need within the school. Provide consultation to staff & faculty on various complex initiatives in the area of Finances, Risk & HR. Complete special projects as assigned by the Dean including participation on the Dean's Leadership Team with primary responsibility for the
Reporting to the Dean, the Senior Assistant Dean of Finance, Administration, and Technology is the chief finance and operations administration officer for the Leavey School of Business. The position has independent responsibility with significant impact on decision making for all financial, budgeting, human resources, facility management, information technology, and space planning functions for the Leavey School of Business. The Senior Assistant Dean serves as a member of the Dean's senior leadership team and represents the school within the Santa Clara University system, on campus, and to the external community including alumni, parents, prospective students, donors, external partners, etc. The Senior Assistant Dean is a close partner to the Dean of the School of Business in advancing the school's strategic priorities and objectives, working in unison with other institutional officers, and reflecting and extending the Jesuit mission and values of SCU. His/her efforts support the University's mission of commitment to student learning and service to others. This position ensures that the School's operations are in compliance with University policies and procedures, as well as applicable Local, State, and Federal laws. The position also serves as a chief liaison to external constituencies (non-Business SCU and outside entities) for all finance, human resources, and facilities related matters. The Senior Assistant Dean will be instrumental in enhancing operations, service, and efficiency. The role requires entrepreneurial financial thinking and the ability to provide visionary leadership for long-term financial sustainability. The Senior Assistant Dean will collaborate closely with the Dean and senior leadership team, driving initiatives to diversify revenue streams and manage financial resources effectively. The position works directly with the Dean and is a key participant in long-term strategic planning and goal setting for facilities, technology, and anticipation of staffing needs to support the growth and development of the Leavey School of Business. This position works closely with the Provost's Office, faculty, staff, students, other schools, and departments. The position serves as the direct supervisor of 9 positions: Director of Faculty Affairs & Planning (1FTE), Director of Finance & Administration (1FTE), Director of Technology (1FTE) and 6 Department Managers (all 6FTE); and as indirect supervisor of: Manager of Finance & Operations (1FTE) and the Duke's Business Service Center students; Acts as a secondary supervisor for all 50+ staff within the Leavey School of Business. Essential Duties and Responsibilities
1. Financial Management
Develop the school's multi-million dollar budget, track results and liabilities, and make recommendations for improved reporting and outcomes. Develop a plan to effectively manage the administrative units within the School and how they correlate to the School's operating budget. Provide long range financial planning guidance and strategic recommendations for facilities, staffing, and technology to the Dean and the Leadership Team. Strategically identify, compile, and prioritize facility, staffing, and technology needs and provide key recommendations to the Dean regarding capital requests. Reconcile and update monthly budget and operating expense reports for all departments and programs. Manage School's discretionary and gift funds; provide guidance to all units on use of funds. Establish, manage and provide guidance on the School's internal grants. Collect, maintain and coordinate the submission of fiscal data for annual AACSB reporting and other institutional reports. Manage faculty, staff and student salary budget identifying opportunities and making recommendations for organizational change, and reimagination. Ensure end of year processes are completed and comply with University policies and procedures. Prepare special analyses for Dean as requested. Establish, manage and provide guidance on the School's internal grants; Manage and Maintain program and faculty development accounts. Ensure adherence to all hiring and payroll procedures and processes. Serve as chief liaison with the Provost Office, University Finance Office, Human Resources and Student Employment to ensure mutual alignment and harmonized financial systems. 2. Human Resources
Serve as chief liaison with the University Office of Human Resources and Provost Office. Oversee all HR processes, including but not limited to talent and recruitment, staff hiring and terminations in accordance with all University policies and procedures; ensure processes are applied consistently throughout the School. Develop an overall strategy for staff talent and recruitment and implement it across the school, to ensure equity, fairness & consistency amongst all departments within the Leavey School of Business regarding job postings and compensation. Oversee performance planning and disciplinary actions. Serve as second level review and approval of performance reviews. Oversee reasonable accommodation and leave requests in collaboration with HR. Responsible for approval of independent contractor and honoraria requests in the Dean's office and collaboration with HR Counsels and Finance Office to ensure the School follows all appropriate guidelines. Serve as a source of information for all staff regarding administrative details and policies. Develop a robust staff onboarding process to ensure the success of all new hires. Proactively review and maintain staff organizational charts to identify equity issues; request classification reviews and reorganizations in collaboration with the Dean, the Provost Office, HR, supervisors, and department heads. Facilitate staff involvement in School governance; foster communication with staff on policy and operational matters; facilitate the monthly staff meeting. Prioritize resource allocation and implement strategies for the professional development of staff. Works with HR on all leave requests, medical accommodations, etc. 3. Accreditation, Assessment, Data and Academic Planning
Liaison to Association to Advance Collegiate Schools of Business (AACSB) Responsible for ensuring compliance and maintenance of our accreditation standards and data reporting. Collect, maintain and coordinate the submission of fiscal data for annual AACSB reporting and other institutional reports. Responsible for overall leadership and direction of assessment procedures for Leavey. Manage over academic planning processes for the school, managing across academic departments, collaborating with and providing direction to chairs, faculty directors and curriculum coordinators. Responsible for ensuring the school's compliance with the faculty collective bargaining agreement with Service Employees International Union (SEIU) Local 1021. 4. Facilities Management, Infrastructure Administration, and Technology
Direct capital planning process and building improvements/renovations. Manage the Leavey physical plant ensuring effective space utilization and faculty operations. Oversee staff and supervision of the Duke's Business Services Center ensuring high level of customer service to faculty and students including copy services, information center services and reservation services. Serve as chief liaison with other campus entities such as Media Services, IT, Food Services, Physical Plant, research and propose recommendations for equipment purchases throughout the facility. Assist in the planning and construction processes for any new or contemplated construction and in the development of the School's long-term space plan. Serve as chief liaison between the School and University Facilities Offices regarding annual fire and safety inspections. Develop procedures and policies for resolution of issues. Allocate and distribute office space and coordinate office relocations in conjunction with University facilities. Determine renewal and replacement of equipment and furnishings. Manage data platforms, faculty laboratory, Building office allocation. Work with Associate Dean, Faculty Research. 5. Legal & Risk Management
Serve as liaison between Leavey, Office of General Counsel, and Risk Management of Compliance Director. Ensure all contracts associated with Leavey are in compliance with all University policies and procedures. Serve as signature-authority for general Leavey contracts up to $10,000, ensuring Dean's signature for contracts up to $100,000, and Provost signature for contracts above $100,000; President's Office also needs to sign anything above $1m in many cases. Maintain Leavey contract files. 6. Special Projects
Develop and review policies and procedures that are in line with University policies and also meet the business need within the school. Provide consultation to staff & faculty on various complex initiatives in the area of Finances, Risk & HR. Complete special projects as assigned by the Dean including participation on the Dean's Leadership Team with primary responsibility for the