St. Mary's University
  • 31-Aug-2022 to Until Filled (CST)
  • College of Arts, Humanities and Social Sciences
  • San Antonio, TX, USA
  • Salary
  • Full Time

Competitive Pay; Generous vacation, sick, & holiday benefits; Excellent health & welfare benefits with 100% tuition assistance available.


The Management Analyst/Program Coordinator provides support and assistance to Office of the Dean of College or Arts, Humanities, and Social Sciences (CAHSS) and works collaboratively with faculty and staff to develop and implement strategies that enhance operations. The position supervises and directs the work activities of administrative staff (planning, assigning, reviewing, evaluating, coaching, leave approvals, etc.) reviews work products for accuracy, recommends workflow improvements, and develops efficient procedures.


ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Serves as the point of contact for the Dean's office and faculty for planning a variety of meetings for groups, boards, commissions, and other organizations; maintains, files and properly prepares, documents and disseminates meeting minutes.
  • Collaborates with the Office of the Provost, Institutional Effectiveness, and office staff to ensure that the college documentation of credentialing, policies, procedures and other accreditation standards are in compliance with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).
  • Reviews and validates faculty course documentation and course offerings for each semester, coordinates faculty contracting with the Office of the Provost.
  • Maintains and monitors budgets and finances (operational, grants, and other restricted funding) and expenditures; analyzes and reviews all expenditures for Dean's approval; manages the annual budget process, and prepares monthly budget report and works with departments to explain variances.
  • Develops and updates marketing and other materials for programs and events. Develops and maintains the College's websites.
  • Prepares reports and presentations on a variety of topics; including researching, writing, and editing meeting materials for presentation to various audiences. Conceives, constructs, and implements program metrics to support discussion with senior leadership.
  • Plans and organizes events for the Dean's Office (in coordination with other departmental staff) and maintains the annual calendar of events for the college. Coordinates logistics for high-visibility meetings.
  • Identifies workflow and communication gaps or other barriers impacting programs and performance in order to anticipate problems; communicates methods to mitigate and/or resolve gaps and issues that adversely impact programs and program delivery.
  • Coordinates and collaborates with Department Chairs and administrative staff on a wide range of issues, building cross-functional teams, and managing solutions. Provides ongoing updates via regularly scheduled meetings, presentations and communications; and provides timely responses to change in workflow and college effectiveness.
  • Directs the work activities of administrative staff; prioritizes and coordinates work assignments; reviews work for accuracy; recommends improvements in work flow, procedures and use of equipment and forms, carries out annual evaluation of CAHSS staff in collaboration with department chairs.
  • Collects, compiles, and analyzes information from various sources on a variety of topics related to programs (MOUs, Contracts, Agreements, Purchasing, etc.) and validates information before submitting for approval.
  • Researches and evaluates policy and issues, assessing options, and benefits, and preparing reports and briefing materials for the Dean.
  • Interviews staff, observes work processes and gathers data relating to operational and managerial practices and participate in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compile and analyze data and make recommendations regarding staffing, equipment, and facility needs.
  • Participates in special projects including research of new programs and services, budget analysis and preparation, and feasibility analysis.
  • Performs other duties as assigned.

QUALIFICATIONS:

  • Bachelor's Degree from an accredited college or university with coursework in Public or Business Administration, Finance, Accounting, or another related field is ideal.
  • Associates degree from accredited college with major course work in public administration, business administration, finance administration, personnel management, economics, or a related field preferred (additional years of relevant work experience may be exceptionally accepted in lieu of the degree)
  • 3 - 5 years of experience administrative and analytical experience, preferably within an institute of higher learning environment, in the collection, compilation, and analysis of data involving financial, budgetary, or administrative issues is desirable.
  • Must have valid driver's license, motor vehicle liability insurance, and personal injury insurance, or have a self-reliant source of transportation to conduct business on a daily basis.
  • Must clear and maintain a favorable background investigation and clearance.
  • Must have the ability to demonstrate intermediate to advanced skills in MS Office (Word, Excel, Teams, and PowerPoint, Publisher) experience with virtual meeting platforms such as Zoom. AdobePro, Banner, or Canvas experience a plus.
  • Must have ability to demonstrate attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines
  • Must be able to be available to engage when needed evenings, weekends, and holidays
  • Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university.
  • Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a team.
  • Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
  • Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

PHYSICAL DEMANDS:

  • Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
  • While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
  • Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
  • Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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