Assistant Dean for Finance and Administration, School of Liberal Arts

Saint Mary’s College of California

Moraga, CA

ID: 7086341 (Ref.No. 2525210)
Posted: September 29, 2021
Application Deadline: Open Until Filled

Job Description

Job Type: Full Time
Job Number: 2015-1602873
Location: CA 94556, CA
Department: School of Liberal Arts
Closing: Continuous

Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.


This position will remain open until filled.
The Assistant Dean for the School of Liberal Arts (SOLA) reports to the Dean and, together with the Dean and Associate Dean, is part of a dynamic and collaborative leadership team for the School. The Assistant Dean is responsible for oversight and support of all aspects of finance and administrative operations in SOLA. They oversee all school-wide financial processes, maintaining financial records, managing faculty contracts and special compensation assignments, tracking workloads for all SOLA faculty, overseeing grant budgets and compliance, and approving payments, in collaboration with the Business Office, Academic Affairs, Human Resources, and College Counsel. The Assistant Dean also oversees budgeting, enrollment management, marketing and promotion for SOLA's graduate and professional studies (GPS) programs. In addition, this role is responsible for facilitating non-tenure track faculty and staff searches, supporting school-wide compliance with the Collective Bargaining Agreement, and, in coordination with the Associate Dean, monitoring and assessing undergraduate academic scheduling and enrollment management in SOLA. The Assistant Dean optimizes SOLA administrative staff workloads, oversees staff development, and supports supervision of SOLA staff by department chairs and program directors. This position supports compliance with College policies and procedures within SOLA, collects and analyzes data, and produces performance indicators for the Dean. The Assistant Dean assists the Associate Dean in managing SOLA facilities/equipment projects and also directs and/or assists with special projects and other duties as assigned by the Dean.
This administrative staff position requires excellent budgetary and data management and analysis skills; a high level of attention to policy, process, and detail; excellent communication skills; superb interpersonal skills, with the ability to support as well as mentor others; a readiness to collaborate in supporting the strategic goals of the School and its many programs; and a demonstrated commitment to advancing diversity, equity, and inclusion. Consult the SOLA web pages for information about the School as well as the commitments and key initiatives of the SOLA Dean's Office:

  1. Budget Oversight. In collaboration with the Dean, manage the annual graduate/professional SOLA budget, including creation and ownership of budget documents and spreadsheets, driving the annual budgeting calendar and process for the School, including other key players as contributors to the process. Review and consolidate individual graduate/professional programs' 5-year budgets, enrollment goals, tuition analysis, and revenue projections. Recommend to the Dean budgetary adjustments to meet graduate/professional revenue and net income goals; monitor progress with regular reports to the Dean and quarterly reports to the Provost's office. Develop and implement school-wide financial policies and processes in collaboration with the Dean. Maintain school financial records and authorize payments in consultation with the Dean, such as stipend, carryover, and SIF requests; P-card expenditures, purchase orders, fund transfers, and expense reports. Oversee compliance for SOLA-funded and external grants within SOLA. Oversee faculty contracts and special compensation assignments, and track workloads for all SOLA faculty. Participate in strategic and operational planning and evaluation activities within the School to provide input regarding resource implications. Represent the School in working on the above with the Business Office, Human Resources, Academic Affairs, and College Counsel.
  2. GPS Marketing and Admissions. Consult with graduate/professional program chairs on strategies and activities; provide guidance related to admissions policy, processes, and CRM implementation/use; represent SOLA on the Institutional Marketing Committee; support development and maintenance of SOLA website content in collaboration with the Dean and both GPS and TUG programs and departments.
  3. Faculty/staff support. Searches (liaise with Academic Affairs, HR, and search committee chairs): Monitor compliance with College search procedures and with the Collective Bargaining Agreement (CBA); facilitate staff hiring requests and processes across SOLA; communicate directly with new staff hires and facilitate department communication with new adjunct faculty hires regarding College hiring processes, including required procedures to ensure timely coordination with HR, Payroll, and ITS; onboard new staff in conjunction with department chairs and administrative assistants. Oversee contractual and other (such as international) issues related to faculty and staff hiring and non-tenure-line faculty review for the School; make recommendations regarding step placement for new TT faculty; lead SOLA preparation for adjunct course bidding in accordance with the CBA; monitor and support adjunct faculty performance evaluations Staff development: Optimize staff workloads and oversee GPS and undergraduate program staff development; provide guidance and support for supervision of SOLA staff by chairs (receive and approve SOLA staff performance reviews; provide guidance and support for the development of new or updated SOLA staff PSDs); facilitate the approval of new or upgraded positions with HR and the Business Office.
  4. Academic scheduling. Communicate with SOLA Chairs and Academic Affairs to facilitate preparation of undergraduate teaching schedules; review draft undergraduate and graduate course schedules and faculty workloads; proofread/correct draft CSARs; provide class enrollment reports to the Dean; in collaboration with the Dean, develop and maintain school-wide faculty workload assignments, faculty workload spreadsheets, and master course schedules, including reports to Academic Affairs with respect to faculty workload assignments.
  5. Assist the Associate Dean in managing SOLA facilities/equipment projects (liaise with IT, Facilities Services). Office assignments, preparing major facilities requests, refurbishing offices and labs, and classroom issues (liaise with Facilities and MECS as needed).
  6. In collaboration with the Dean, serve as a resource for SOLA chairs and directors to facilitate compliance with College policies and procedures within SOLA, such as the CBA, ADA, Honor Code, final exam policy, alcohol policy, travel/community engagement risk protocols, use of human subjects, and public speaker policy.
  7. Collect data and produce key performance indicators for the Dean related to SOLA's strategic objectives. Direct and/or assist with special projects and complete other tasks, as assigned by the Dean.
  8. Other duties as assigned.

Experience and Qualifications
Experience and Qualifications


Education: REQUIRED: Bachelor's PREFERRED: Master's

Experience: Five or more years of successful budgetary, marketing, or related administrative experience, preferably in a higher education setting.

Skills/Abilities: Budgetary expertise; data management and analysis; detail-orientation; collaborative communication and decision making; ability to coordinate, support, and mentor staff; ability to work effectively with diverse faculty and staff and to advance inclusive excellence. Marketing and strategic planning skills are also desirable.

Licenses & Certifications: REQUIRED: NA PREFERRED:

Other Requirements: Commitment to the aims and ideals of the College. Some evening and weekend work.

Supplemental Information

Supplemental Information Application Instructions: Please apply online at, and include the following:
  1. a cover letter that specifically addresses how you meet the qualifications, have experience relevant to the duties of this role, and are prepared to support the mission of the College
  2. a resume
  3. the name and contact information for three (3) professional references
  4. consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary's College 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 Saint Mary's College Report, please go to the Public Safety website at To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Please apply online at

We envision a community that goes beyond tolerance of differences to one guided by social justice, cultural competence and engaged citizenship. We know we can reach greater heights of excellence by learning from diverse people.


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