Job Abstract

Hiring range is $96,600 to $113,600, commensurate with experience.

Generous benefits package. Full-time, full-year.

A. POSITION PURPOSE

The Assistant Dean of Student Services and Academic Support is a manager-level position that will be responsible for providing results-oriented, data-driven leadership in the area of academic advising and student support. This position provides direct supervision to a group of College staff and student contributors, assigning tasks and checking work. This position will be responsible for improving and managing the overall quality of student academic support across the College. 

Reporting to the Dean and working closely with the Senior Assistant Dean/Chief of Staff, the Assistant Dean is responsible for designing, implementing, managing, and assessing a comprehensive academic advising strategy/plan (Plan) within the College of Arts and Sciences (College) that will focus on the recruitment of admitted students and the retention and vocational well-being of continuing students. This person will be responsible for maintaining the quality of the program, which will include developing and staffing programs and events, managing the daily operations of the Student Services group in the College, and collaborating with other campus partners.

Reporting to the dean, this Assistant Dean will recruit, supervise and train a team to carry out the academic advising and support strategy in the College. That team will include director-level staff, staff and faculty advisors, a student ambassador team, and peer advisors.   The Assistant Dean will guide the team, develop policies, assign duties, and evaluate their performance. The Plan that the Assistant Dean will develop will also inform and guide advising activities across the 25 academic departments in the College.  This position will collaborate with various members of the Dean’s office, and with other campus offices (e.g., Center for Student Involvement, Admissions, the Registrar’s office, and the Drahmann Advising Center) to achieve these goals.  This position aligns the direction and focus of the College's Strategic Plan goal #1 - Fostering extensive engagement between undergraduates and faculty.  This is a full-time, year-round, exempt, in-person position who will supervise College advisor(s) and other dean’s office staff who support academic student services, possibly faculty advisors, as well as student ambassadors. A hybrid work schedule (maximum of 2 days a week of work from home) may be available, with approval of the supervisor.  The successful candidate will be required to occasionally work on evenings or weekends for setup and participation in programs and events.

The College of Arts and Sciences at Santa Clara University offers degree programs in the arts, humanities, natural sciences, and social sciences, with interdisciplinary and cross-disciplinary options. As the home of the Core Curriculum, the College serves roughly 6,100 undergraduate students, 3,000 of whom are students within the College.

Made up of 27 departments and programs, the College offers 33 majors and 45 minors for undergraduate students and an M.A. in Pastoral Ministries for graduate students. It serves as the home of the Center for the Arts and Humanities and offers programming through various initiatives, including the Sinatra Chair in the Performing Arts, the Digital Humanities Initiative, and the DeNardo Lectureship in the Health Sciences.

Santa Clara University is committed to increasing and sustaining diversity, equity, inclusion, accessibility, and social justice for all of our students, faculty, staff, administrators, and alumni. We believe every member of our community enriches our diversity by exposing us to a broad range of ways to understand and engage with the world. A diverse and inclusive community is a key factor to our success in our mission to educate in the Jesuit tradition. Recruitment, hiring, placement, transfer, and promotion of employees will be based on qualifications and performance and not on the basis of race, color, national and/or ethnic origin, gender, marital status, sexual orientation, disability, religion, veteran's status or age.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Develop and Execute an Evidence-Based, College-wide Academic Advising Strategy/Plan to provide excellent Academic Support to Students in the College of Arts and Sciences (45%).

a. Inspired by the Jesuit commitment to cura personalis, design and implement an evidence-based, College-wide 3 to 5-year Academic Advising and Support Services plan (“Plan”) to:

• Improve the quality and transmission of advising information and resources to undergraduate students;

• Alert students to the breadth of academic opportunities in the College; and

• Improve faculty advising across the College. The plan will include attention to special populations of students, such as transfer students, first generation students, etc., with the goal of improving student success across the 25 academic departments in the College.

b. Collaborate and partner with leaders in all 25 undergraduate academic departments, the Dean’s Office staff, faculty across the College, and other campus partners, including the Drahmann Advising and Learning Center, the Office of the Registrar, and Information Technology to:

• Review department curricula and programs to ensure accurate advising and consistency with the College’s Strategic plan.

• Explore and use updated technology tools and experience to develop and implement efficient and effective academic support procedures in the College. Through flexibility and compromise, develop and disseminate best practices and improved workflow for the 25 academic departments to improve the quality of department processes in the student services area, such as the grad petition process, waitlist process, faculty advisor selection/distribution, and mandatory advising. Act as the College liaison to Drahmann Advising Center, Office of the Registrar, New Student Programs, Center for Student Involvement, on academic policies and procedures for undergraduates.

• Contribute important ideas and provide leadership across the University as student success and processes are developed and discussed in various venues across campus, (i.e., New Student Programming committees, Department Manager committees).

• iv. Maintain a data-driven approach to program development and assessment.

c. Hire, train, and supervise a team to provide academic support. The Assistant Dean will manage the entire advising enterprise in the Dean’s Office and will supervise CAS staff (both advisors and directors) student ambassadors, and faculty contributors.  The Assistant Dean will ensure that the team will execute the Plan and identify areas of need and then develop a program to provide support for the largest departments to complete important tasks, like petitions to graduate. The Assistant Dean will review the performance and assign tasks for those team members. The Assistant Dean will be responsible for the overall quality of the advising processes in the College and will mentor and act as a role model to support student success across the College.

d. In consultation with the Senior Assistant Dean, the Assistant Dean will review data and reports to make recommendations about the allocation of academic resources (courses) to align with student needs in departments in the College.

e. Act as liaison and provide leadership for CAS-affiliated student clubs, where needed, and the Diversity and Inclusion Student Center (DISC) group (with the School of Engineering.) 

f. Plan and project budget needs related to the Plan.

g. Provide data regarding undergraduate College students and courses to faculty, staff and other University departments, as needed.

h. Develop expertise in all aspects of technology advances on University platforms, and then share that expertise with faculty and staff in the College to assist with faculty and peer advising. Explore and use various techniques and communication methods to achieve successful results and build good relationships.

2. Recruitment, Retention and Outreach Events/Programming (30%).  In collaboration with Dean’s Office personnel (Director of Marketing and Communication, associate deans, and event staff), academic departments, and other University offices (e.g., the Center for Student Involvement and/or the Admissions Office):

a. Develop, facilitate and manage all aspects of Summer and Winter orientation sessions for incoming first-year and transfer students and their parents.

• Working with the Director of Marketing and Communication and associate deans, create a communication program to ensure the delivery of accurate and timely academic information to new students and their families. This may include using various styles and techniques, including the creation of Camino courses, short videos, webpages, or documents, and/or developing and leading synchronous or asynchronous Orientation programs.

• Provide direct support to advisors and students during the University Orientation sessions and advising appointments.

• Represent the College in New Student Program Group weekly meetings for Summer and Winter Orientation planning,

b. Develop, facilitate, and manage student-and parent-facing College programming for Admissions-related events (Open House, Preview Day) that reflects the breadth and depth of the College’s academic opportunities and encourages students to apply or deposit for the College.

c. Develop, facilitate and lead College programming for current students and their families, including Welcome Weekend, Family Weekend, and graduation weekend.

3. Develop a communication strategy for outreach to current students about critical curricular and co-curricular issues and opportunities.

In collaboration with Dean’s Office staff, Drahmann, associate deans, and others (10%).

a. Develop content for a weekly student newsletter or similar single source of information from the Dean’s Office, in coordination with the Director of Marketing and Communication and other staff in the College, to efficiently and effectively communicate important curricular and co-curricular information to current students.

b. Explore various styles, techniques, and communication methods to achieve successful results and build good relationships with campus partners.

c. Develop and implement strategies to collect student feedback in order to improve CAS student support services.

d. Ensure the Student Success team provides content for College website with current advising resources and materials

4. Oversee, direct, and supervise all aspects of the College Student Ambassador program and Peer Advising Program (10%).

a. Create a vision and direction for the student ambassadors and a peer advising programs to ensure alignment with strategic initiatives and the Plan.

b. Recruit and lead ongoing training for both programs (possibly through a P/NP academic course)

c. Plan and project budget needs related to program areas.

5. Manage Student Awards and Endowed Scholarships in the College (5%).

a. Work with departments to identify endowed scholarship recipients and communicate that to the Financial Aid Office.

b. Work with appropriate faculty administrators to identify College-level award winners (Orella, Hoefer, etc) and ensure payments submitted in a timely manner.

6. Other duties, as assigned.

C.   PROVIDES WORK DIRECTION

Provide direction to staff directors who work in student support positions, and to staff advisor(s), student employees (including the College’s Student Ambassadors), and potentially to faculty advisors  in the College

D.   GENERAL GUIDELINES

1.         Recommends initiatives and implements changes to improve quality and services.

2.         Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

3.         Maintains contact with customers and solicits feedback for improved services.

4.         Maximizes productivity through use of appropriate tools; planned training and performance initiatives. -

5.         Researches and develops resources that create timely and efficient workflow. 

6.         Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.

7.         Prepares and submits reports as requested and required.

8.         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.

• Demonstrated knowledge and experience in supervising and mentoring staff and developing programs in the area and of academic advising and support services.

• Demonstrated organizational and communication skills.

• Demonstrated ability to manage multiple tasks and exercise sound judgment.

• Ability to manage complex processes and procedures with attention to detail and accuracy.

• Demonstrated ability to cultivate collaborative relationships with internal and external constituencies.

• Demonstrated ability to communicate and work effectively with undergraduate students.

• Demonstrated potential for successful and thoughtful undergraduate student outreach

• Excellent program development, assessment and coordination skills.

• Demonstrated high level knowledge of computer software, including MS Windows, MS Office, and Gmail.  Excellent Excel knowledge and skills. Willingness to learn and master Workday reports and Camino/Canvas.

• Demonstrated ability to develop expertise in the uses of new or updated technology to support advising services and the ability to share that knowledge with other employees.

• Demonstrated supervisory and leadership skills both within and external to the university setting, including advocating for the College in those settings.

• Demonstrated commitment to building student, faculty, and staff’s sense of belonging within academic departments and units.

• Skills in working on a diverse team and across differences in terms of race, gender identity, sexuality, disability, and more.

• Commitment to understand and support Santa Clara University’s distinctive Jesuit educational vision and willingness to model institutional values of competence, conscience and compassion, in pursuit of its mission and goals.

Preferred skills:

• Skills in fostering an inclusive and equitable working and learning environment for underrepresented and marginalized students, staff, and faculty.

• Experience working on diversity, equity, and inclusion initiatives.

• Knowledge of student success strategies for underrepresented and first-generation college students is strongly desired.

• Bachelor’s degree required.

• Master’s degree preferred or equivalent work experience.

• 8-10 years of experience working in an academic or business setting.

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 the job. It is the policy of SCU to provide reasonable accommodations for qualified persons with disabilities. The Americans with Disabilities Act and California Department of Fair Employment & Housing Act require that a “qualified” person be able to perform the essential functions of the job 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 U.S.

• May be required to occasionally travel to outside customers, vendors or suppliers.

• Will be required to work occasionally on evenings and weekends to set up or to present at recruitment/retention/celebration events.

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 and computer lab environment.

• Mostly indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.

• May be required to work on weekends or evenings for events.

?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/

The health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe, effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.

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.