Assistant Dean for Finance and Administration
Title: Assistant Dean for Finance and Administration
Department: School of Leadership and Education Sciences
Provide administrative leadership and oversight for SOLES's non-academic administration including budget and finance, human resources, event management, and facilities management to enhance services and quality support of student learning and faculty achievement. Provide administrative expertise to the Dean, Associate Dean and Directors on a routine basis. Participate in long-term planning and policy setting and implement organizational strategies and policies. Oversees the activities/responsibilities of the Finance and Operations Office. 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 100 full and part-time faculty and staff in the School of Leadership and Education 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 School of Leadership and Education Sciences. Works collaboratively with and is the SOLES liaison to key administrators in campus departments including: Human Resources, Controller's Office, Budget and Treasury, 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 the School's leadership team.
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.
Finance and Budget
• Responsible for the development, administration, maintenance and reconciliation of SOLES operating budgets and year-end fiscal reporting. Works closely with the Controller and Office of Budget and Treasury 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 SOLES projects and budget categories. Researches, prepares recommendations and advises the Dean concerning funding allocations and expenditures as appropriate to achieve School'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 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
• Plan and allocate the use of material and human resources in a systematic way to optimize efficiency, minimize duplication of effort and promote cost savings.
• Serve as the School'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.
• 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
• Oversees SOLES 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
• Oversees program courses and special events scheduling, addressing conflicts and challenges as needed. Sets policies for overall building usage and pricing for use by outside constituents for special events. Oversees building entry access for individuals, including key distribution and granting card reader access. Reviews and interprets building usage reports.
• Serve as chief liaison with university Facilities Management and oversee space planning and allocation, capital projects, minor renovations, and ongoing repairs and maintenance in coordination with Facilities Management and other University departments.
• Manage the purchase, maintenance and upgrade of furniture, audiovisual and other types of equipment, signage, and décor in coordination with Facilities Management, ITS, University Design and Procurement.
• Oversee the School's Continuity Planning and facility safety and emergency management in accordance with University policies and procedures.
• 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.
Minimum Education Requirement: Master's Degree Required, MBA or related field
• 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: 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. Serious candidates are encouraged to request official transcripts to help expedite the hiring process.
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 hours per week; usual work hours 8:30 am – 5:00 pm
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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