Assistant Dean for Finance & Administration University of San Diego
Department: College of Arts & Sciences Admin/Full-Time Job IRC#27759
Provide administrative leadership and oversight for the College of Arts and Sciences administration, including budget, finance and human resources, to enhance services and quality support of student learning and faculty achievement. Provide administrative expertise to the Dean, Associate and Assistant Deans and department chairs on a routine basis. Participate in long-term planning and policy setting and implement organizational strategies and policies. Researches, drafts, and produces reports. Proactively identifies issues and designs solutions for problems. Troubleshoots problems, makes recommendations, and handles highly confidential matters and materials in a time sensitive environment. Communicates extensively with over 500 full and part-time faculty and staff in the College of Arts and Sciences, as well as with administrators, faculty and staff on a campus-wide basis. Requires a general working knowledge of the university and a comprehensive working knowledge of the College. Works collaboratively with and is the College liaison to key administrators in campus departments including: Human Resources, Finance, Student Financial Services, Purchasing, Provost's Office, and Facilities Management offices. Interprets policies and assists in the short-range and long-term planning and development. Serve as integral member of College's leadership team. Works under the general guidance of the Dean of the College of Arts and Sciences. Exercises immediate supervision of Budget & Special Projects Manager and other support staff including all departmental and dean's office Administrative and Executive Assistants levels I and II as assigned. Approves time cards and time off requests. Serves as a mentor and evaluates performance. Provides work direction for the assistants and administrators in the College 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
Responsible for the development, administration, maintenance and reconciliation of CAS operating budgets and year-end fiscal reporting. Works closely with the Finance division to conduct initial set-up, on-going maintenance, and closing procedures (when necessary). Requests budget appropriations, facilitates expenditure corrections for invoice and salary coding errors, and prepares and updates budget monitoring reports.
Independently maintains all records, generates reports, analyzes expenditures, and prioritizes allocations.
Conducts cost/benefit analysis for CAS projects and budget categories. Researches, prepares recommendations and advises the Dean concerning funding allocations and expenditures as appropriate to achieve College's strategic objectives.
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 CAS at university-wide budget committee meetings.
Signature authority for all budget lines in the CAS, including approximately $40 million in annual operating funds.
Develops and oversees the implementation of new CAS 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 CAS 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 CAS accounts, with particular attention to allowable grant expenses (where appropriate).
Faculty and Human Resources Administration
Serve as the College's chief liaison to Human Resources on a variety of personnel matters; facilitate the review and approval process for related documentation.
Work with unit administrators to draft and submit new and revised position descriptions for Position Audit Committee review.
Oversees all full and part-time faculty teaching contracts and monitors faculty salary budget. Oversees the creation, updates, and dissemination of contracts. Supervises 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 College'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.
Communicates directly with the coordinators of all departments and 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 CAS personnel of state and federal requirements with regards to sexual harassment training and FERPA training.
Oversees College's work on the CARE Ambassador's Program.
Coordinates all administrative staff hiring, training, and trouble shooting. Meets monthly with all College administrative staff.
CAS Facility Management
Oversees CAS facilities. Ensures facilities are properly kept, repairs/maintenance are scheduled as necessary/needed. Initiates and oversees facility improvements. Determines space allocation and coordinates office relocations
Manage the purchase, maintenance and upgrade of furniture, audiovisual and other types of equipment, signage, and decor in coordination with Facilities Management, ITS, University Design and Procurement.
Oversee the College's Continuity Planning and facility safety and emergency management in accordance with University policies and procedures.
Serves as USD Computer Lease Program liaison for CAS personnel.
Oversees and approves CAS supplies and equipment orders.
Qualifications: Minimum Education and Experience
Advanced degree in Business Administration or related field required.
Eight years of professional management experience in strategic planning, managing complex budgets, and financial analysis required. NOTE: Bachelor's degree and ten years of professional experience, as defined above, may be substituted.
Requires extensive experience in spreadsheet modeling, forecasting, financial analyses, budget development and cost control.
Requires considerable knowledge of and experience in personnel management including hiring of personnel, employee relations, staff employee performance management, corrective action, and voluntary and involuntary separations.
General managerial and administrative experience with knowledge of university and grant accounting preferred.
Working knowledge of Oracle, Noetix and Hyperion preferred. Performance Expectations: Knowledge, Skills & Abilities
Must demonstrate initiative and ability to organize and manage conflicting goals and agendas
Strong leadership skills; able to lead groups of people through procedural changes
Ability to establish and maintain cooperative working relationships with the leadership of the School and other departments on campus
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, 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
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: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Salary: Commensurate with experience; Excellent Benefits.
The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
Hours: 37.5 weekly
Closing date: Open Until Filled
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobacco-free campus. For more information, visitwww.sandiego.edu/smokefree.
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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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