Assistant Dean, Law School Finance & Administration

Job description


Assistant Dean, Law School Finance & Administration; School of Law

Posting #
2659

Department Description:
The University of San Diego School of Law is recognized for the excellence of its faculty, depth of its curriculum and strength of its clinical programs.

Each year, USD educates approximately 800 Juris Doctor and graduate law students from throughout the United States and around the world. The law school is best known for its offerings in the areas of business and corporate law, constitutional law, intellectual property, international and comparative law, public interest law and taxation.

USD School of Law is one of the 84 law schools elected to the Order of the Coif, a national honor society for law school graduates. The law school's faculty is a strong group of outstanding scholars and teachers with national and international reputations and currently ranks in the top 20% (36th out of 204) among U.S. law schools in scholarly impact according to a 2018 study. The school is accredited by the American Bar Association and is a member of the Association of American Law Schools. Founded in 1954, the law school is part of the University of San Diego, a private, independent, Roman Catholic university chartered in 1949.

University Description:
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Detailed Description:
The Assistant Dean of Law School Finance & Administration is the chief budget officer for the law school, coordinates law school human resources, event services, faculty support, technology services, and facilities. The Assistant Dean is part of the law school's senior leadership team and advises the Dean on current and long term strategic issues involving all aspects of the law school.

The Assistant Dean is responsible for all law school financial matters and oversees a $44M revenue budget and $41M expenditure budget to ensure compliance with university policies and fulfillment of university financial expectations. Forecasts and recommends annual tuition rates, enrollment targets as they relate to fiscal management and revenue outcomes. Prepares the annual operating, equipment and MCO budgets and justifications. Responsible for correcting, balancing and closing all law school accounts at year-end.

Prepares complex, detailed reports and analyses for internal and external constituencies. Prepares annual financial reports for the American Bar Association (ABA) accreditation and US News reports, and presents the financial overview during the ABA site inspection (every 7-9 years).

Provides training, guidance and direction to all law school personnel on correct policies and procedures; instructs department managers on best practices, process improvements, and budget management; coordinates the personnel process within the law school; responds to all compliance issues involving personnel and financial transactions; assists the Dean and Vice/Associate Dean in providing oversight of the Dean's Suite personnel.

Provides strategic leadership and oversight of law school events and scheduling; reviews and approves vendor contracts; reviews and approves event budgets; provides strategic direction to facilitate efficient cross-departmental cooperation. Provides overall leadership and oversight of the law school faculty support team. In collaboration with ITS, provides overall leadership and oversight of law school technology (IT) services including administrative computing and classroom technology; coordinates with university ITS to provide Help desk services and equipment upgrades.

In collaboration with Facilities Management, provides overall leadership and oversight of law school facilities (4 buildings, 131,000 square feet) including capital improvements, space planning, daily operations and custodial services to deliver an appropriate education and work environment.

Collaborates with all university administrative functions/services (including but not limited to: provost, accounting, human resources, purchasing, budgets & planning, auditing, public safety, facilities and space planning) and peers from other academic units to implement systems, improve processes, and creatively solve problems.

Represents the law school on various university administrative committees and task forces.

Exercises initiative and autonomy within the parameters of department and university policies and procedures to accomplish goals and objectives.

Duties & Responsibilities:

  • Financial Administration:
  • Serves as the chief budget officer for the law school, developing, planning and administering all law school budgets.
  • Through direction, training, supervision, guidance and delegation of duties, is responsible for the fiscal management and control of complex department budgets and private gifts and grants.
  • Monitors university and state/federal policies to ensure compliance with administrative and financial policies and procedures.
  • Responsible for compliance in all activities involving purchasing, employee expense reimbursements, contracting, payroll, personnel, safety and facilities management.
  • Serves as advisor, mentor and liaison to law school supervisors and budget managers on budget, personnel, space and administrative policies and procedures.
  • Evaluates department activities and makes modifications and changes to enhance quality and effectiveness of administration on an ongoing basis.
  • Participates in pre-award development of grant budgets to ensure that the law school does not have financial exposure and to assess personnel and space commitments.
  • Prepares complex, detailed reports and analyses for internal and external constituencies.
  • Researches, plans, negotiates, acquires, and maximizes resources to accomplish the goals and mission of the law school.
  • Justifies need for additional budget, new equipment, and minor capital outlay (MCO) funding.
  • Supervises the preparation of and approves purchase orders, reimbursement requests, expense reports, and petty cash vouchers, including account coding for new university financial system. Participates in all budget committees and taskforces.
  • Approves all journal entries.
  • Approves and processes all budget appropriations, including updating Hyperion as needed.
  • Key administrator for grant management system

  • Strategic Planning:
  • In collaboration with senior leadership and the Dean: Prepares three to five-year financial plan scenarios to evaluate anticipated changes in law school enrollment forecasts.
  • Develops detailed business cases to articulate, justify and document changes to law school programs, policies, processes, systems and staffing.
  • Links the academic goals to the budget process and advocates for financial support from the university and/or redistributes existing resources to support strategic initiatives.
  • Identifies obstacles and risks to achieving goals and provides solutions and action plans.
  • Implements policies, procedures and processes to plan for future needs.

  • Personnel Administration:
  • Oversees the coordination of law school job descriptions, staff and administrator recruitment, annual performance evaluations, corrective action, medical and other leaves of absence, reclassifications, and voluntary and involuntary separations.
  • Coordinates annual merit review process for all law school employees.
  • Approves all personnel paperwork.
  • Facilitates discussions and implementation of solutions to resolve interdepartmental conflicts.

  • Annual ABA, US News & SALT Surveys and Reports:
  • Provides financial data analysis, review and reporting for all law school annual reports and surveys.

  • Event Services:
  • Oversees planning and resource allocation to various law school events.
  • Oversees development, implementation, and review of event and scheduling policies and procedures for the law school buildings in coordination with university scheduling.

  • Faculty Support:
  • Provide strategic direction for law school faculty support team efforts including faculty support supervisor, faculty assistant assignments, workload distribution, and special projects.
  • Oversee coordination with Associate/Vice Dean (Academics) for various faculty requirements.
  • Oversee the development, implementation, and review of faculty support processes and procedures.

  • Technology Services:
  • Provide strategic direction for law school IT services including administrative and academic needs.
  • Oversee coordination with central ITS for Help Desk and learning management needs.
  • Plan and oversee IT equipment replacement, upgrade, and/or new installation projects for four build

  • Facilities Management:
  • Develops and manages space utilization plan to maximize operational efficiencies and provide consistent standards.
  • Plans and oversees major renovation work in four buildings and oversees day-to-day facilities scheduling and custodial maintenance.
  • Oversees building, room, equipment, and personnel allocation.
  • Oversees building maintenance and renovations.
  • Oversees management of space allocation, including moves, additions and changes.

  • Department Management:
  • Exercises supervisory responsibility for staff, ensuring the accomplishment of departmental goals by establishing standards of conduct, performance expectations, and providing direction and feedback.

    Job Requirements:
    Minimum Qualifications:

  • Advanced degree in Business Administration or related field required.
  • Five years of professional management experience in strategic planning, organizational operations, budgets, and financial analysis required.
  • Requires extensive experience in spreadsheet modeling, forecasting, financial analyses, budget development and cost control; marketing and communication practices; event planning and logistics including contract review and analysis; technology operations including administrative and academic solutions.
  • 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.
    Preferred Qualifications:
  • Knowledge of university and grant accounting preferred. Similar experience in ABA-approved law school(s) is valued.
  • Working knowledge of Oracle, Noetix, and Hyperion preferred.

    Performance Expectations - Knowledge Skills and Abilities:
  • Administrative, management and leadership experience encompassing the application of management principles, practices, and techniques in a complex department.
  • Willingness to accept responsibility, establish objectives and priorities, deal effectively with problems, and exercise independent judgment when making decisions.
  • Ability to work collaboratively with law school senior leadership team.
  • Ability to handle confidential or sensitive information with tact and discretion.
  • Outstanding problem-solving, analytical, and decision-making skills.
  • Ability to analyze complex data and issues, develop alternative solutions, provide recommendations.
  • Ability to create, implement and complete action plans and/or revise action plans that are not meeting intended outcomes.
  • Ability to communicate effectively orally and in writing with clarity and an attitude that conveys respect, assistance, honesty and resourcefulness.
  • Ability to meet and deal effectively with diverse personalities and populations.
  • Must possess flexibility and versatility in order to contribute to evolving work situations.
  • Thorough knowledge of budgeting, mathematics, and computers to prepare reports and budgets for various levels of management and staff.
  • Commitment to represent the university in the most positive manner with students, donors and the community we serve.
  • Please note: an Excel test may be administered by HR in order to accurately access current skill level.

    Special Conditions of Employment:
  • Must have integrity and the ability to identify and correct business practices which jeopardize the financial strength or reputation of the law school.

    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.

    Posting Salary: Commensurate with experience; Excellent Benefits.

    The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 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.

    Special Application Instructions: Resume and Cover Letter Required
    Visit https://jobs.sandiego.edu/cw/en-us/job/494182/program-coordinator-online-degree-programs to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at [email protected]

    Additional Details:
    Hours:37.5 hours per week

    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, visit http://www.sandiego.edu/smokefree.





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    Job No:
    Posted: 9/15/2020
    Application Due: 9/15/2032
    Work Type:
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