Department Coordinator

Job description

Department Coordinator

Posting #: 2741
Position Status: Full-time regular
Location: San Diego
Position Type: College of Arts and Sciences, Administrator

Position Title & Department:

Department Coordinator; Arts & Sciences AdminPosting #

2741

Department Description:

The College of Arts and Sciences is the core of the undergraduate academic experience at the University of San Diego. It delivers a values-based liberal arts education to all undergraduate students and prepares them to flourish in their pursuit of academic excellence and personal achievement.

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:

This recruitment is open to current University of San Diego employees only. Only current USD employees are eligible to apply and be considered for this position.

Responsible for managing, coordinating, monitoring and implementing fiscal and operational resources of the College. Provides programmatic support involving detailed and complex administrative work. Oversees College department budgets, personnel/HR and liaisons with marketing, development, and operations to ensure cohesion within the College. Trains and supports department chairs, program directors, and department EA’s on budget processes, HR-related activities, marketing, and development work. The Department Coordinator supports the efficient and effective functioning of programs in the College.

Duties & Responsibilities:

  • Budget/Finance:
    • Supports the Assistant Dean in the annual review and coordination of the overall budget for the College
    • Trains and assists department chairs, program directors, and department EA’s regarding budget process and procedures.
    • Monitors revenues and expenditures.
    • Assists with post-award grant activities.
    • Collaborates with Assistant Dean in annual planning and preparation of operating budget for all College accounts/programs.
    • Maintains all records, generates reports, analyzes expenditures, and audits budgets and accounts of departments, programs, and endowments.
    • Oversees the reconciliation of College budget solves discrepancies with Accounting.
  • Human Resources Administration
    • Assists with 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.
    • Monitors faculty work load to ensure accuracy and consistency.
    • Serves as the College’s liaison to Human Resources on a variety of employment matters.
    • Provides leadership to support staff.
    • Supports Assistant Dean in coordinating personnel and resources for Special projects.
  • Development and Marketing
    • Serves as a liaison between departments and College Marketing office.
    • Editing and formatting department materials for College marketing purposes
    • Develops marketing approaches through collaboration with Marketing and Communications staff, and with others involved in marketing activities
    • Is informed and knowledgeable about current University marketing and communications standards.
    • Serves as a liaison between departments and College Development office.
    • Coordinates with Development Director on restricted accounts and annual endowment reports
  • Other Duties as Assigned
    • Works with College Dean’s Office, departments, and centers to provide administrative support when necessary.
Job Requirements:

Minimum Qualifications:

  • Bachelor’s degree required and minimum of 3 years progressively responsible administrative experience

Preferred Qualifications:

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

Performance Expectations - Knowledge Skills and Abilities:

  • Knowledge of legal action related to immigration, contracts and employment issues as well as regulations pertaining to accounting.
  • Must demonstrate excellent written, arithmetical and interpersonal skills.
  • Administrative experience with exercise of independent judgment, prioritizing work and delegating work to others.
  • 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 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 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 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.
  • Maintain complete confidentiality of Dean, Associate/Assistant Deans and all operations relating to faculty, staff.
  • 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.
  • Responsibility for the work of others.
  • Problem solving required.
  • Ability to prioritize and organize work, people and resources on a daily basis.
  • Ability to facilitate planning.

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. USD: Human Resources: Benefits

Special Application Instructions:

Resume and Cover Letter Required

Click Apply Now 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

Closing date: October 16, 2020

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 www.sandiego.edu/smokefree.

Advertised: October 12, 2020 Pacific Daylight Time
Applications close: October 19, 2020 Pacific Daylight Time

 

 

 

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Job No:
Posted: 10/13/2020
Application Due: 10/19/2020
Work Type:
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