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Working Title: Associate Dean for Finance and Administration
Job title: Administrative Services manager
VPUE Unit: Undergraduate Advising and Research
JCC: 2106
Grade: 1M2
Status: Exempt, Full Time, Continuing
PURPOSE:
The Associate Dean for Finance and Administration (ADFA) is a senior manager within Undergraduate Advising and Research (UAR), within the Office of the Vice Provost for Undergraduate Education (VPUE), and is an integral member of the UAR senior management team. The ADFA provides active and engaged management in UAR’s administration and operations in accordance with its educational mission and objectives, including overall management and long-term strategic planning for administrative, financial, and information technology processes. The ADFA supports and advises the Associate Vice Provost in developing strategic objectives, in decision making, and in fulfilling the mission of UAR. The ADFA takes a leadership role in identifying, recommending, and establishing unit administrative practices that are aligned with VPUE administration as well as University policies, guidelines, and procedures.
SCOPE:
The Associate Dean reports to the Associate Vice Provost, Director of Undergraduate Advising and Research & Dean of Freshmen. The ADFA directly supervises three exempt staff and two administrative staff, who administer the central functions of UAR. The AFDA also works with other UAR deans and directors to oversee, analyze, and manage the integration of administrative functions across the unit, including the supervision and development of other administrative staff, to ensure smooth delivery and service of all operations as well as the professional development of all administrative staff within UAR.
The ADFA is responsible for overseeing all financial and administrative aspects of UAR. Key responsibilities include managing the overall operating budget (~$11M) and maintaining the policies and goals that govern its operations and personnel. The ADFA also serves as the lead liaison to the Vice Provost’s Office (VPO) for finance, human resources and administration.
FUNCTIONS
DUTIES & RESPONSIBILITIES:
(60%) Organizational Management
• In collaboration with the Associate Vice Provost and the UAR senior management team, develop, coordinate, and execute policies, methods, and procedures in finance, administration, and HR; analyze, recommend, and implement systems to improve UAR operations.
• Analyzes complex and varied data (financial, curricular, student enrollment, etc.); identify programmatic and financial problems; reports on findings; recommend and implement solutions; and decide which issues require the attention of the Associate Vice Provost, other division managers, or VPO. Leverages assessment tools and data to inform unit processes and procedures.
• Responsible for oversight of facilities resource needs within UAR; capital expenditures; purchasing; space management and administrative support services.
• Participate in security and disaster planning requirements for unit, including staff in satellite offices. In collaboration with VPUE HR Director, implements employment and termination processes for administrative support staff in UAR including requisition of positions, job descriptions, recruitment, hiring and retention.
• In close coordination with VPUE Human Resources Director, advise the Associate Vice Provost on employment related policies and practices. Manage personnel actions of student staff to ensure compliance with university policies.
• Oversee administrative and financial affairs with external departments and administrative units, setting policy and practices to ensure consistency, adaptability and appropriateness for the diverse range of campus partners and offices served. Build credible and trusting relationships with campus partners, serving as the units’ senior resource and liaison for administrative and financial affairs.
• In collaboration and consultation with VPUE administration, oversee UAR’s information systems operations and activities; ensure the ongoing maintenance and updating of information systems and infrastructure, including hardware and software needs.
• Oversees local monitoring of replacement and purchase of equipment as computers, printers, copiers, etc.
• Participate in mid- to long-range strategic planning and analysis of the unit’s future needs for financial and administrative affairs, including staffing, policies, practices, and organizational structure of administrative and financial services.
• Supervise and coordinate the work of 3 direct reports, 2 indirect reports, and work with other managers to ensure smooth delivery of UAR administrative support operations.
• Represent the Associate Vice Provost in meetings and events of an administrative nature as needed with both VPUE and University stakeholders.
(40%) Financial Management and Oversight
• Develop, direct and administer all financial plans, adhering to VPUE and University policies and procedures
• Provide overall financial oversight and monitoring; oversee the design and implementation of effective budget control and reporting processes, variance reports, forecasting, and year-end projections;
• Lead and support organizational budgeting process; work closely with other senior managers to build budgets based on UAR’s strategic plan; direct the development and administration of complex budgets
• Oversee all contracts connected to UAR; oversees reporting and monitoring of organizational performance metrics
• Ensure that relevant financial data is presented regularly to the Associate Vice Provost, senior management team, and office of the Vice Provost for Undergraduate Education
• Represent UAR in fiscal matters with VPUE and university personnel where appropriate.
QUALIFICATIONS:
Education:
Four-year college degree or equivalent (M.B.A. preferred)
Experience:
• 5+ years of progressively responsible program administration and management for a complex organization, preferably in an educational environment
• 5+ years of experience in financial management, including budget planning, forecasting, and reporting as well as oversight for transaction processing
• 5+ years of supervisory experience, including training and performance evaluation
• 3-5 years of experience in personnel administration, e.g. hiring, payroll and other human resources processes
• 3-5 years of strategic planning experience in an educational context
Knowledge:
• Demonstrated thorough understanding of the complex structure of administration in an academic environment.
• In depth knowledge of university policies governing finance, human resources, research policy, student affairs, faculty affairs, information security, etc.
• In depth knowledge of budgeting, reporting, data analysis, and cost policy.
• In depth knowledge of Stanford’s institutional structure and administrative systems, policies and procedures.
• Advanced competence in use of office, financial and internet software as management tools (Microsoft Office).
• Familiarity with and appreciation for the undergraduate education objectives of a liberal arts program in the context of a major research university.
Skills and Abilities:
• Exceptional organizational skills and aptitude.
• Ability to bring comprehensive understanding of a complex organization to bear on conceptualization of issues and to development of responses to a range of challenges.
• Excellent interpersonal, written and oral communication skills
• Proficiency in financial analysis, including the ability communicate financial information effectively to a broad range of audiences
• Extensive experience in the preparation of budgets and financial reports; knowledge of fund accounting and not-for-profit management.
• Experience leading unit-wide budget process to completion on a timely basis and then providing ongoing monitoring of financial performance and measuring against approved budgets by leveraging work of the financial analyst.
• Strong leadership ability in building cross-functional relationships
• Demonstrated management, administration, analytical, and strategic planning skills in a higher education or non-profit context.
• Ability to take initiative, set or reorder priorities, and meet critical deadlines
• Ability to exercise sound judgment, tact, and discretion
• Ability to manage and work effectively with a wide range of stakeholders, including faculty, staff, and students
• Ability to deal effectively with ambiguity and change, make quality decisions, set one’s own and others’ priorities, motivate staff, be flexible, and multi-task.
• Demonstrated capacity in exerting influence without authority; ability to coordinate with external administrative or academic units to implement policy and attain program goals.
• Proven ability to define issues, strategically and creatively plan options and propose solutions in an administrative and operational environment
• Ability to implement thoughtful changes in a timely fashion
• Ability to analyze administrative resource needs and re-allocate across an organizational unit comprised of several curricular and residentially-based academic programs.
• Ability to assess and re-allocate resources as needs change over time.
• Commitment to education and excellence. Discretion, confidentiality, professionalism, and enthusiasm for collaboration
The final candidate must successfully complete a background check in order to be considered for the position.
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