Position Title:

Associate Director, Executive MBA Programs

Position Type:

Regular

Hiring Range:

$33.94 - $40.72 per hour; Compensation will be based on education, experience, skills relevant to the role and internal equity

Pay Frequency:

Hourly

A.   POSITION PURPOSE
 

The Associate Director of EMBA Program works as part of the Graduate Business Programs Office team and has primary responsibility for the Executive MBA Program. This position is responsible for the implementation of academic and co-curricular activities from the time an applicant accepts an offer of admission through the student’s tenure at The Leavey School of Business. The Associate Director will oversee academic advising, implement academic policy, and represent Santa Clara University to the graduate business student population as well as community organizations and vendors. This position reports to the Sr. Director of Graduate Business Student Services.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Policy and Procedure 

• Serve as primary contact in the Graduate Business Programs office for the Executive MBA Program.  

• Work with and provide feedback to Senior Management and Faculty Directors to develop and implement program initiatives and enhancements.
   

Graduate Business Programs Support 

• Maintain and update detailed procedures and timelines for the operation of the EMBA Program. 

• Update and implement effective and efficient procedures as they relate to students’ academic records. 

• Identify areas in which Academic Support can improve its services to students. 

• Oversee timely processing of academic requests and quarterly academic tasks (graduation petitions and posting of degrees, grade updates, record updates). 

• Work with faculty program directors, Senior Director and Assistant Dean to develop annual program schedules and make program recommendations. 

• Serve as primary liaison to the Office of the Registrar, Bursar’s Office, Financial Aid, IT, Event Planning/Commencement Office, Graduate Records Offices and Leavey School of Business departments for the EMBA Program. 

• Participate in GBP, LSB & SCU events as program representative. 

• Provide budget and financial information for Executive MBA program 

• Recommend changes and improvements for the EMBA student portion of the GBP website.

• Develop and implement strategies that celebrate student academic success. 

• Ensure that the Graduate Bulletin is updated.
   

Advising 

• Support a comprehensive orientation program to create a smooth and informative program introduction with the Sr. Director Graduate Business Student Services

• Provide academic direction and guidance throughout the program for  EMBA students. 

• Manage the coordination of grades to assure timely response from faculty and entry by Student Records. Monitor grades to identify any problem areas and address academic standing situations. 

• Educate and guide new and current students on program curriculum, academic and administrative policies and procedures. 

• Update and implement programs and processes related to academic success and academic standing.  

• In consultation with EMBA students, plan and coordinate opportunities and activities that are consistent with each program and population. 

• Ensure compliance with University policies
   

Student Engagement 

• Collaborate with Graduate Business Career Services to develop and implement career related programming. 

• Provide quarterly analysis of all Student Life activities and projections for upcoming activities. Work with the Assistant Dean and Sr. Director of Graduate Business Student Services to implement Student Life initiatives 

• Work with LSB Alumni staff on developing alumni events for EMBA Alumni

• Collaborate with GBP Staff to implement an integrated Student Life plan/model.
   

Records Management 

• Maintain and update academic records (holds, waivers, transfer credits). 

• Complete data entry into Student Workday. 

• Oversee registration planning and execution for EMBA. 

• Collaborate with the Office of the Registrar to update EMBA degree audits, as needed

• Track academic standing for the EMBA program. 

• Working with the Sr. Director of Graduate Business Student Services implementing policy changes and updates.  

• Create and maintain an internal resource of GBP courses.
   

Executive MBA Programs Support 

• Supervises EMBA weekend class sessions on Friday evenings and Saturdays on average 1-2 weekends per month. (approx.) 

• Provide support to students, faculty, and staff including academic advising, administrative support to director, operations and logistics and liaison on student life matters.  

• Assists the Assistant Dean in Executive MBA rankings. 

• Manages the entire course material process from start to finish including building course materials list, purchases and distributing ebooks, physical texts, case studies, HBSP, simulations and/or other materials needed for students core courses and electives.

• Orders meals and other items as needed for the EMBA students. 

• Works closely on logistical support for EMBA faculty and classroom needs.

• Leads the planning for EMBA Orientations, Company Visits, Open/Closing Residencies, and the Regional, National, and International Immersions.

PROVIDES WORK DIRECTION TO 

• Student Office Assistants
   

RECEIVES WORK DIRECTION FROM 

• Senior Director of Graduate Business Student Services

• Assistant Dean, Graduate Business Programs 

C.   GENERAL GUIDELINES

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

• Identifies and determines cause of problems; develops and presents 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. 

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

• Prepares and submits reports as requested and required. 

• Develops and implements guidelines to support the functions of the unit. 

• Builds and maintains relationships across LSB departments and units.

 

D. 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.
   

Knowledge 

• Understanding and support of the Jesuit tradition of education and commitment to the fundamental values of service to others, community and diversity. 

• Understanding of graduate business education. 

• Understanding of customer service.
   

Skills 

• Competency working with students of different cultural, ethnic, racial and socioeconomic backgrounds.

• Oral and written communication skills, including experience in speaking to groups of various sizes and of varying cultures. 

• Strong Organizational skills including time management, multitasking, and project completion.

• Excellent customer service skills, to be used with executive-level students, faculty and staff.

• Demonstrated experience in managing and handling multiple projects simultaneously.
   

Abilities 

• Demonstrated ability to plan meetings and events. 

• Demonstrated ability to understand the needs of executive-level graduate students.

• Demonstrated ability to understand the needs of international students. 

• Demonstrated ability to facilitate meetings.

• Demonstrated ability to communicate with and engage volunteers. 

• Demonstrated ability to use information systems or databases to manage event registration, payments, and data about students, faculty, staff and alumni.

• Demonstrated ability to complete projects from inception to implementation.

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

• Demonstrated ability to work beyond conventional business hours by having the flexibility to work in the evenings and on weekends when necessary. 

• This role requires supervision of weekend class sessions approximately twice a month. 

• Demonstrated ability to independently carry out tasks of varying complexity.
   

Education and Experience 

• Bachelor’s Degree required, Master’s Degree preferred 

• 3 -5 years of related work experience in academic or business setting

 

E.   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. 

• Is  required to attend conference and training sessions within Bay Area or in- or out-of-state locations. 

• Is required to attend the Opening and Closing Residencies as well as the Regional, National, and International Immersion trips that are part of the Executive MBA program.

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

F.   WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. 

• Indoor office environment with windows 

• Cubicle Office space 

• Private conference rooms available for confidential meetings with students, staff, and faculty for both scheduled appointments and drop-in meetings 

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.

 

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws.  For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at  https://www.scu.edu/title-ix/. 

 

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 visit 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

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities.  Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-4392. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact hrservicedesk@scu.edu.