Location
Santa Clara, CA | United States
Job description
Assistant Dean, Undergraduate Student Services
Position Title: Assistant Dean, Undergraduate Student Services
Position Type: Regular
Hiring Range: $96,600.00 - $113,600.00 Annually. Commensurate on education and experience.
Pay Frequency: Annual
The Assistant Dean manages the work of the undergraduate program coordinator, oversees the Programs Director of Diversity, Equity and Inclusion in STEM, and actively collaborates with the Associate Dean, the Director of Communications, as well as other offices on campus, such as Conference Services, the Drahmann Center, the Registrar's Office, and the Office of Enrollment Management. This position also supervises 25-30 students annually.
A. ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Provide strategic vision and administrative leadership
- Oversee budgets, statistical data collection, and general office policies and procedures. Provide visionary leadership for a team of staff and student leaders.
- Collaborate with the Director of Assessment to develop, implement and review a program assessment plan for all undergraduate student programs.
2. Develop, implement, and provide resources for programs and activities for Undergraduate Engineering students
Provide strategic vision for the creation and implementation of mentoring programs, such as Career Launch, Mentor Collective, and the Peer Advisor programs. -
Update and oversee changes to the Undergraduate Bulletin (annually) and the website as needed to support students and faculty. -
Support student organizations in the development and implementation of career-related, educational and outreach activities (serve as chair of Engineering Leadership Council). - Collaborate with faculty, departments, centers, and University offices to develop co-sponsored events and programs, including, but not limited to:
o Freshman and Transfer Orientation Sessions
o Undergraduate "Welcome Back" Luncheon
o Junior Convocation
o Senior Design Conference
o Senior Awards Ceremony
3. Develop and implement outreach events for prospective students
- Collaborate with the Admissions Office in events such as Open House and Preview Days. SoE Tours - including recruitment, hiring, training and supervision of 12-15 student tour guides annually.
- Oversight of Summer outreach and other community engagement programs
4. Manage communication and the implementation of policies and procedures of the undergraduate engineering program
The Assistant Dean oversees the writing and distribution of a weekly newsletter to all undergraduate students. -
The Assistant Dean directs the annual scheduling of undergraduate classes. - The Assistant Dean manages the SoE undergraduate internal transfer application process.
5. Oversee Budget/Finance and Operations
The Assistant Dean is responsible for the development and oversight of the budget for the Undergraduate Programs cost center -
The Assistant Dean is responsible for the budgets for senior design projects. - The Assistant Dean is responsible for recruiting, interviewing, hiring, training, supervising, and evaluating student peer advisors and tour guides (25-30 at any given time during the academic year).
6. Other duties - the Assistant Dean may develop special projects in support of the SoE Undergraduate Experience
B. PROVIDES WORK DIRECTION
1. Supervise, mentor, train, and oversee staff, such as the UG Studies program coordinator, the Programs Director for Diversity and Inclusion in STEM, and student assistants (including peer advisors and tour guides).
2. Prepare and communicate performance evaluations.
3. Provide guidance and opportunities for professional development.
C. GENERAL GUIDELINES
1. Identifies initiatives and implements changes to improve quality and services.
2. Identifies and determines causes of problems; develops and implements recommendations for improvement of established processes and practices.
3. Maintains contact with customers and solicits feedback for improved services.
4. Maximizes productivity through the use of appropriate tools; planned training and performance initiatives.
5. Researches and develops resources that create timely and efficient workflow. 6. Ensures completeness, accuracy, and timeliness of all operational functions.
7. Oversees preparation and submission of reports as requested and required.
8. Develop and implement guidelines to support the functions of the unit.
D. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
1. Knowledge
Knowledge of undergraduate programs and student life activities -
Familiarity with PeopleSoft, Astra, Google Systems, MS Office - Familiarity with general accounting and financial systems found in a higher education environment
2. Skills
Exceptional organizational skills and attention to detail -
Excellent written and interpersonal skills -
Excellent customer service, both internal and external to the SoE -
Creative problem solver -
Dynamic team player -
Sensitivity toward people of diverse social, cultural, and ethnic backgrounds - Commitment to understand and support SCU's distinctive Jesuit educational vision and willingness to model institutional values of competence, conscience, and compassion in pursuit of its mission and goals
3. Abilities
Ability to exercise sound judgment and patience in a busy work environment. -
Ability to creatively analyze and solve problems as they arise -
Ability to handle confidential information Self-motivated and ability to work independently - Demonstrated ability to manage and mentor employees
4. Education
- Bachelor's degree required, Master's Degree in relevant field preferred
5. Years of Experience
8-10 years of relevant work experience, preferably in a University setting - Supervisory or management experience preferred
E. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets the skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal May be required to travel to other buildings on the campus May be required to attend conference and training sessions within the Bay Area or in or out-of-state locations -
May be required to occasionally travel to outside customers/clients -
Ability to lift up to 40 lbs - May be required to work outside of the normal 8-5:00 PM workday schedule and on weekends occasionally
F. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment Mostly indoor office environment with windows Offices with limited equipment noise - Offices with frequent interruptions
COVID-19 Statement
The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.
EEO Statement
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at Information about Section 504 and the ADA Coordinator can be found at (408) 554-4109, [email protected]. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at [email protected].
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