On-Call Staff, Finance & Administration Specialist

Position Title:

On-Call Staff, Finance & Administration Specialist

Position Type:

Fixed Term (Fixed Term)

Salary Range:

$28.13 - $32.34/hour; commensurate with experience

Pay Frequency:

Hourly

POSITION PURPOSE

This position provides oversight of financial matters and general administration.  The position has responsibility for overseeing all financial operations, human resource matters within the Jesuit School of Theology and ensures that the School’s operations are in compliance with University policies and procedures, as well as applicable Local, State, and Federal laws.  The position reports directly to the Dean of the Jesuit School of Theology.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Financial and Accounting Management

Human Resources Liaison

Facilities, Housing, Infrastructure and Auxiliary services Supervision and Management-

SPECIFIC RESPONSIBILITIES

A. Financial and Accounting Management

Reconcile and update monthly budget and operation expense reports for all departments and academic programs; advise academic program directors and administrative department heads on revenue and expense trends and projections. Manage School’s discretionary, overhead, housing, and gift funds Establish, manage and provide guidance on the School’s internal grants Manage faculty, staff and student salary budget. Prepare special analyses for Dean as requested Maintain program and faculty development accounts; Ensure adherence to all hiring and payroll procedures and processes Serve as chief liaison with the Provost Office, University Finance Office, Human Resources and Student Employment to ensure mutual alignment and harmonized financial systems Prepare and deliver reports related to finance, facilities, personnel and housing to JST Board of Directors.

B. Facilities, Housing and Auxiliary Management and Supervision

Liaison between SCU IT department, various vendors and support departments relating to phones and other information technology. Maintain technology inventory and oversee PC purchases and replacement. Manage School’s auxiliary budget; provide guidance to all units on use of funds

C. Human Resources

Serve as chief liaison with University Office of Human Resources and Provost Office Ensure all HR processes, including but not limited to hiring, performance planning, disciplinary action, and termination are implemented and in accordance with all University policies and procedures; ensure processes are applied consistently throughout the School. Ensure equity, fairness & consistency amongst all departments within the Jesuit School of Theology regarding job postings and compensation Organize meetings with HR reps on the main campus to ensure staff and faculty have access to human resources services. Oversee reasonable accommodation and leave requests in collaboration with HR. Responsible for approval of independent contractor and honoraria requests, and collaboration with HR Counsels and Finance Office to ensure the School follows all appropriate guidelines.

GENERAL GUIDELINES

 

Identifies and determines cause of problems; Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required.

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 and experience with essential computer programs. Demonstrated knowledge of Workday preferred.

2.Skills

• Excellent interpersonal and communication skills, both written and oral.
• Presentation, and team motivation skills

3.Abilities

• Ability to work effectively with School administrators, faculty, students and staff as well as university administrators at various levels.
• Ability to handle multiple projects, set priorities, meet deadlines and maintain a high level of performance in a fast paced environment with frequent interruptions.
• Ability to work effectively with staff across horizontal relationships.
• Ability to maintain a high level of confidentiality.
• A commitment to inclusion and diversity and a demonstrated ability to work with an increasingly diverse campus community

4.Education

• Bachelor’s degree required.

5.Years of Experience

3-5  years of progressively responsible experience in oversight and administration organizations, including experience in financial analysis and management, management of personnel functions, Experience in higher education administration preferred.

Mission

Appreciation for the mission of the Jesuit School of Theology as a theology center in the Catholic and Jesuit tradition.

 

V.   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 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. 
• Required travel to other buildings on the main campus.
• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
• May be required to occasionally travel to outside customers, vendors or suppliers.
   

G.   WORK ENVIRONMENT
 

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

(Examples)

• Typical office environment.
• Mostly indoor office environment with windows.
• Offices with equipment noise.

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 https://www.scu.edu/title-ix/policies-reports/

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. The Title IX Coordinator and Section 504 and ADA Coordinator is Belinda Guthrie, Director of Equal Opportunity and Title IX, 408-551-3043, bguthrie@scu.edu, www.scu.edu/title-ix. 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 iahluwalia@scu.edu.

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.