Department Manager

About the role

The Department Manager is responsible for managing, coordinating, monitoring and implementing the fiscal and operational resources within assigned academic departments in the College of Arts and Sciences. The Manager serves as the direct supervisor of multiple academic department Executive Assistants (EAs).

Responsibilities

• Supervision of Department EAs: Direct supervision and oversight of academic department Executive Assistants (EAs)
• Timecard and time off approvals in Workday
• Meets with each direct report on a consistent and frequent basis to provide support and guidance
• Hosts and leads monthly discussion groups
• Budget/Finance: Supports the Assistant Dean in the annual review and coordination of the overall budget for the College.
• Personnel Administration: Responsible for the execution of all full and part-time faculty teaching contacts and monitors faculty salary budget. Creates, updates, and disseminates contracts. Conducts detailed tracking of documentation through the process of obtaining appropriate signatures.
• Development and Marketing: Serves as a liaison between departments and College Marketing office. Responsible for the editing and formatting of department materials for College marketing purposes. Develops marketing approaches through collaboration with Marketing and Communications staff, and with others involved in marketing activities.
• Other Duties as Assigned: Triage day-to-day issues and concerns. Responsible for resolving and troubleshooting issues and concerns that arise, using independent judgment and knowledge of academic unit operations, polices, and procedures. Makes daily decisions and recommendations that affect the well-being of the College of Arts and Sciences and the University of San Diego.

Requirements

• Minimum Qualifications: Bachelor’s degree required. 4 years progressively responsible administrative experience required.
• Knowledge of legal action related to immigration, contracts and employment issues as well as regulations pertaining to accounting.
• Excellent computer skills to perform daily tasks, to interface with other systems across campus and to provide technical support as needed.
• Knowledge of accounting, accounting systems, budget procedures and analysis.
• Excellent oral and written skills in order to communicate in an effective and appropriate professional manner.
• Excellent leadership abilities to oversee multiple functions and departments.
• Strong analytical skills with ability to research and present strategic positions on a variety of institutional and administrative issues.
• Prioritized ability to manage crisis situations and effectively facilitate and resolve conflicts.
• Proven ability to manage a sound financial environment and good business practices in accordance with USD policies and procedures.
• Demonstrated ability to remain flexible and interested in working in a growing and changing organization.
• Ability to foresee future needs and respond accordingly.
• Proven ability to develop and assist in the implementation of policies.
• Effective personal skills to deal with constituents inside and outside the University.
• Ability to deal with difficult and sensitive issues, people and circumstances.
• Ability to deal with vendors and professional community and establish good business/working relationships.
• Maintain complete confidentiality of Dean, Associate/Assistant Deans and all operations.
• Multi-tasking required constantly on a day-to-day basis.
• Confidence to function in high volume, stressful environment.
• A high degree of initiative and autonomy required.
• Ability to prioritize and organize work, people and resources on a daily basis.
• Ability to facilitate planning.

Qualifications

• Master’s degree preferred.
• Experience at USD preferred.