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Department Manager

University of California Santa Cruz

Details

Posted:

November 26, 2020

Location:

Santa Cruz, California

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Salary:

Open

Categories:

Financial, Staff/Administrative

Department Manager

Location: Santa Cruz
Job ID: 13255

Initial Review Date (IRD)
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

Initial Review Date (IRD): 12-08-2020

Dept Marketing Statement
The Literature Department presently has 27 full-time faculty, a dozen non senate faculty, and seven administrative staff. The department offers both undergraduate and graduate degrees with approximately 400 declared undergraduate majors, and 60 graduate students.

Overall, the department annually enrolls the equivalent of 4,400+ undergraduate students and 60+ graduate students in its courses. The department appoints 90+ Teaching Assistants annually.

Position Summary

Responsible for supervising the administrative services of the Literature Department. Reports to the Department Chair. Administrative services include all or some of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management and / or human resources. Supervises support and / or professional staff.

Pay, Benefits, & Work Schedule
Salary Information: $85,000 - $95,000 / Annually. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: Full

Schedule Information:
Full-time
100% weekly
40 hours weekly
Mon-Fri
Day Shift

Employee Classification: Career Appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: None

Job Duties
30% - Planning and Program Management

Manages and provides leadership for all business and support functions of the Literature Department with full administrative and financial responsibility. Collaborates with the Department Chair, Directors, and Coordinators to develop and implement short- and long-range goals and objectives, academic and strategic plans, and external reviews. Researches, analyzes, and Interprets UCSC and University policies, Academic Senate regulations and bylaws, protocols, and procedures (relating to fiscal and budgetary matters, gilt administration, procurement, personnel management, facilities management, environmental health and safety issues, etc.) to develop practices and administrative policies. Acquires, analyzes, and reports data for planning purposes.

Makes recommendations and provides justification for resources, ensuring that acceptable levels of services are provided throughout the department to meet its overall mission. Identifies and anticipates potential problems and provides innovative solutions to resolve a variety of administrative problems. Serves as a primary liaison to the Humanities Dean's Office, central administration, other campus units, and off-campus organizations. Writes for own signature and In dralt for department leadership. Oversees or provides general support to the Chair.

30% - Personnel Management

Responsible for management of, adherence to, and interpretation of policy, union contracts, and procedures for all academic and staff personnel functions. Identifies and develops effective resolutions to personnel problems. Oversees adherence to appropriate document management (organization and access) and retention practices. Participates in orientation of new academic and staff employees. Advises department leadership on departmental needs and goals, and daily administrative affairs.

Academic Personnel

Analyzes, interprets, and advises (Chair, personnel director, staff, and faculty) on Senate, non-Senate, student, and without pay academic personnel policy and procedures pertaining to such matters as benefits, recruitments, appointments, start-up packages, merits, promotions, retention, salary, labor contracts, retirement, recalls, and leaves. Manages faculty workload equity, sabbatical accruals, and course release agreements. Oversees all academic recruitments and personnel action processing. Provides direction to the Academic Personnel Analyst who manages all Senate faculty and Continuing Lecturer personnel actions and the outside professional activity call (APM 025), Provides indirect general supervision to the Academic Personnel Assistant who prepares pre-18 quarter lecturer, special teacher, and graduate student instructor files, and provides support for academic recruitments and ladder-rank faculty merits and promotions as delegated.

Staff Personnel

Assures consistency in all personnel actions within the department by establishing and maintaining effective procedures and systems, and by providing advice, and support for the department leadership and direct supervisors of academic and staff employees. Provides direct or indirect supervision of all department staff, in consultation with the Chair and the direct supervisors, has the authority and/or responsibility for hiring, training, evaluating, mentoring, coaching, disciplining, and terminating all department employees. Analyzes and prioritizes staff personnel needs in relation to department support. Allocates resources effectively to assure departmental needs and goals are met. Delegates authority as required to utilize employee strengths and meet staffing needs, Oversees workload management. Implements changes to utilize or recruit personnel as needed. Keeps staff informed of policies and practices related to their positions. Fosters work environment for maximum staff productivity and collegiality. Participates on or facilitates search committees for staff hires in and out of the unit.

15% - Financial Management

Manages the financial affairs and accounts of the department with full-delegated authority. Develops budgets and spending plans, analyzing and interpreting financial data to determine current and future budgetary needs, necessary adjustments, and fund controls. Forecasts budgets and advises Chair on options for long-and short-range contingency planning. Holds responsibility for and oversees management of the department's operating budget, fiscal closing, purchasing, equipment inventory, accounting records, payroll expenditures, and transfers of expenses and funds. Maintains accountability in all department accounts, records, and required reports. Exercises signature authority on top-level financial transactions, and oversees others who initiate and approve expenditures. Selects and/or devises accounting reports and methodologies to respond to a variety of needs and uses. Provides direction to the Literature Budget Analyst and indirect general supervision to the Literature Budget Assistant. Establishes internal procedures in accordance with university, division, state, and private funding requirements. Oversees the monitoring of Income and expenditures on all department accounts, in adherence with policies and restrictions. Establishes and maintains effective systems.

15% - Curriculum and Degree Program Management

Oversees administration of the department's graduate and undergraduate programs, including: outreach, admissions, and recruitment; student funding and employment; curriculum planning, administration, and execution; orientations, language proficiency exams, qualifying exams, colloquium, and events; student advising, counseling, and progress checks; course approvals and scheduling; and honors and graduation review. Provides direction to the Graduate Program Coordinator and general direction to the Undergraduate Program Coordinator/Assistant Manager who supervises the Undergraduate Program Advisor and the Department Assistant.

10% - Facilities and Other Management Needs

Assesses research, instructional, and administrative space needs of the department. Advises chair on short-and long-term needs and solutions. Prepares justification for
facility needs and space modifications. Coordinates and secures required space, facilities, and equipment. Coordinates moves. Coordinates faculty/staff health and safety issues with the Humanities Division.

Required Qualifications

Bachelor's degree in related area and / or equivalent experience / training.
Solid knowledge of common computer application programs.
Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.
Solid skills to quickly evaluate complex issues and identify resolutions.
Solid organizational skills to effectively manage multiple priorities.
Solid customer service skills to effectively work with faculty, staff and student stakeholders.
Solid knowledge of human resources and risk management planning.
Solid knowledge of financial analysis and reporting.
Demonstrated skills in employee supervision and HR administration.
Ability to exercise sensitivity to the needs of an increasingly diverse workforce
Ability to assimilate, interpret, and apply policies and proceedures
Abiilty to manage department in a changing organization and environment
Ability to exercise good judgement and maintain confidentiality

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=13255&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

Internal Number: 2086534

About University of California Santa Cruz

UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.

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