Assistant Dean, Undergraduate Student Services

Position Title:Assistant Dean, Undergraduate Student Services

Position Type:Regular

Hiring Range:

$96,600.00 - $113,600.00 annually.​ Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:Annual

A. POSITION PURPOSE

Reporting to the Dean of Engineering, this position provides leadership and manages all aspects of student life for Engineering Undergraduate students, as well as prospective students. The Assistant Dean is responsible for overseeing the management of the day-to-day operations of undergraduate student services, and represents the School of Engineering on various committees.

This strategic position is critical to the mission of the School of Engineering (SoE) as it focuses on providing an integrated educational experience for undergraduate engineering students, allowing for effective program delivery and continuing student relationships. This position is representative of all undergraduate experiences and must foster the highest excellence in customer service with students, families, and University constituents.

The Assistant Dean manages the work of the Undergraduate Program and Events Coordinator, oversees the Programs Director of Diversity, Equity and Inclusion in STEM, and actively collaborates with the Associate Dean, the Director of Marketing and 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.

B. 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.
  
  

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.
  
  
• Assists Associate Dean of Undergraduate Studies with changes to the Undergraduate Bulletin (annually)
  
  
• Update and oversee Undergraduate Programs website changes as needed to support students and associated 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:
  
  • First-Year and Transfer Orientation Sessions
    
    
  • Senior Design Conference
    
    
  • 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, with the Associate Dean of Undergraduate Studies, oversees the writing and distribution of a weekly newsletter to all undergraduate students.
  
  
• Assists the Associate Dean of Undergraduate Studies with annual scheduling of undergraduate classes.
  
  
• Assists the Associate Dean of Undergraduate Studies with incoming student summer orientation and registration
  
  
• 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 helps manage the budgets for the Registered Student Organizations and requested funding from the Undergraduate Programs cost center
  
  
• The Assistant Dean is responsible for recruiting, interviewing, hiring, training, supervising, and evaluating student peer advisors and tour guides (12-15 at any given time during the academic year).
  
  

Other duties – the Assistant Dean may develop special projects in support of the SoE Undergraduate Experience

C. PROVIDES WORK DIRECTION

Supervise, mentor, train, and oversee staff, such as the UG Studies Program and Events Coordinator, the Programs Director for Diversity and Inclusion in STEM, and student assistants (including peer advisors and tour guides). Prepare and communicate performance evaluations. Provide guidance and opportunities for professional development.

D. GENERAL GUIDELINES

Identifies initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and implements recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow. Ensures completeness, accuracy and timeliness of all operational functions. Oversees preparation and submission reports as requested and required. Develops and implements guidelines to support the functions of the unit.

E. 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 WorkDay, Astra, Google Workspace, 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 relevant work experience, preferably in a University setting. Supervisory or management experience preferred.
  
  

F. 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.
  
  
• May be required to travel to other buildings on the 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/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.
  
  

G. 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.
  
  

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/

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

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 www.scu.edu/title-ix . Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/ , (408) 554-4109, oae@scu.edu . 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.