Associate Director, Executive MBA Programs

Pay Frequency: Hourly

A. POSITION PURPOSE

The Associate Director of MBA Programs works as part of the Graduate Business Programs Office team and has primary responsibility for the Executive MBA Program and advise and support of MBA Programs. 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 MBA Programs.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive MBA Programs Support

• Supervises EMBA weekend class sessions on Friday evenings and Saturdays on average 3 weekends per month. (approx.)
• Plan and execute all residencies (2 per cohort) and immersions (3 per cohort). This includes negotiating contracts with vendors, overseeing the internal approval process, liaising with students, faculty and external partners, traveling with students domestically and internationally as the Program Coordinator on record, and ensuring all remaining balances are paid post travel.
• 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 Sr. 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.

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 the timely processing of academic requests, with graduation petitions and degree posting managed on an annual cycle, and grade updates and record changes completed on a quarterly basis.
• 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 start with the Sr. Director.
• 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 MBA students, plan and coordinate opportunities and activities that are consistent with each program and population.
• Ensure compliance with University policies - Campus Save Act, Title IX, Health Insurance.
• Participate in the coordination of new Academic Support and Records Initiatives.

Student Engagement

• Collaborate with Graduate Business Career Management to develop and implement career related programming.
• Provide quarterly analysis of all Student Life activities and projections for upcoming activities.
• Work with the Sr. Assistant Dean and Sr. Director MBA to implement Student Life initiatives consistent with LSB and the University's Strategic Plans.
• Work with LSB Alumni staff on developing alumni events for Executive MBA Degree 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 Workday.
• Oversee registration planning and execution and/or EMBA.
• Collaborate with the Office of the Registrar to update EMBA degree audit, as needed.
• Track academic standing for all MBA degree programs.
• Working with the Senior Director, implementing policy changes and updates.
• Create and maintain an internal resource of GBP courses.

Other duties as assigned.

C. PROVIDES WORK DIRECTION

• Student Office Assistants
• Student leaders

RECEIVES WORK DIRECTION FROM

• Senior Director of MBA Programs
• Assistant Dean, Graduate Business Programs

D. 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.

E. QUALIFICATIONS

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