Records Department Manager Jobs (NOW HIRING)

Position Title & Department:

5607

As the liberal arts heart of the University of San Diego, the College of Arts and Sciences is filled with students who are versatile and multi-talented. No matter their major, graduates from the college are equipped with transferable skills that benefit them wherever their professional and personal ambitions lead.

Founded in 1949, the college has a rich history of providing the core curriculum for every undergraduate USD student, a tradition that continues today. By offering 32 majors, 38 minors, one certificate and three graduate programs, the college is where undergraduate students begin and graduate students refine their paths towards academic excellence and personal achievement.

The University of San Diego, an engaged and contemporary 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.

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). Provides financial and operational direct oversight involving detailed and complex administrative work. Responsible for the management and oversight of College academic department budgets, personnel matters, and liaises with marketing, development, and operations to ensure cohesion within the College. Trains and provides guidance to department chairs and program directors on department-related processes, HR-related activities, marketing, and development work. The Manager supports the efficient and effective functioning of departments and programs in the College. In the absence of a department Executive Assistant (EA), this position will provide support to the department chair and department faculty.

Duties and 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.
• Is responsible for the oversight and management of academic department budgets including but not limited to operational, external grant-funded, external gift-funded, and endowment funds.
• Directly responsible to train, guide, and support department chairs, program directors, and department EA's regarding budget process and procedures.
• Independently monitors revenues and expenditures.
• Collaborates in post-award grant and restricted gift fund 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 and solves discrepancies with Accounting.

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.
• Directly responsible for organizing department-specific faculty workload to ensure accuracy and consistency.
• Serves as the College's liaison to Human Resources on a variety of employment matters.
• Manage highly confidential information and materials with discretion and time sensitivity
• 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.
• 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
• 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
• Oversees the scholarship process and supports departments in the technical aspects of awarding scholarships to students.

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.
• Authorized to make decisions as a leader in the College
• Strategizes with the Assistant Dean on all tasks and functions related to the Academic Departments in the College.
• Works with College Dean's Office, departments, and centers to provide administrative support when necessary.
• Serves as a backup when other Department Managers are out of the office or manager position(s) is vacant.

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. 

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.
• Must demonstrate excellent written, arithmetical and interpersonal skills.
• Administrative experience with exercise of independent judgment, prioritizing work and delegating work to others.

Preferred Qualifications:

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

Performance Expectations - Knowledge, Skills and Abilities:

• 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.
• Ability to express ideas concisely and clearly.
• Ability to efficiently compose appropriate and accurate documentation, correspondence and reports in proper form.
• 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.
• Proven ability to manage crisis situations and effectively facilitate and resolve conflicts.
• Ability to maintain a sound financial environment and good business practices in accordance with USD policies and procedures
• 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.
• 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.
• 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.

$5,858.67 - 6,000 per month; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, 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

The salary range provided in this posting reflects what we reasonably expect to pay for this position.  Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Click the 'Apply Now' button 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 jobs@sandiego.edu.

Hours: 37.5 hours per week

Closing date: Open until filled 

Note: External job postings will be up for at least three 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 a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.