Job Description

Payroll Title:
BLANK AST 3
Department:
RADY SCHOOL OF MANAGEMENT
Hiring Salary Range
$51,532 - $56,418/year
Worksite:
Hybrid Remote
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#117873 Faculty Admin Assistant III

Extended Deadline: Mon 10/3/2022

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 07/29/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 08/11/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

  • This position is open until filled. First Review Date 08/12/22.

DESCRIPTION

The Rady School of Management provides business education through its many graduate business degree programs, PhD program, and undergraduate business program. The Rady School's values are excellence, innovation, collaboration and integrity. The Rady School is a highly participatory, high energy, upbeat student-centric environment with high-achieving students and an engaged, team-oriented staff.

The Rady School of Management's Faculty Assistant III provides administrative support to Rady School of Management faculty and lecturers, and interacts with guest speakers and colleagues. There is a lot of variety in the administrative work in a dynamic environment and the position is exposed to cutting-edge business and research ideas due to daily contact with Rady School business faculty.

The Rady School Faculty Assistant III position plans and implements the logistics associated with weekly seminars (or occasional small conferences) hosted by Rady School of Management faculty including establishing a timeline, arranging the logistics (catering, rooms, IT/AV needs, research agenda, breakout rooms), monitoring expenses, reaching out to external faculty who will be speaking at the inhouse seminars, gathering presentation materials, and organizing attendee registration. The Faculty Assistant III requests information such as speaker CVs/resume and presentation materials, makes Zoom arrangements, explains travel policies and approved expenses, and makes travel/lodging arrangements for the guest speaker(s). This position coordinates the seminar series while working under a deadline, ensuring all logistics are arranged in a timely manner while communicating diplomatically to ensure that presentation materials are received. The position provides hands-on assistance to guest speakers with their onsite IT laptop/presentation setup or with Zoom arrangements and after the seminar, reconciles travel expenses, and processes reimbursements to the seminar presenter.

The Rady Faculty Assistant tracks information using spreadsheets, and creates documents & PowerPoint presentations. This position uses an online travel system, online purchasing system, online supply ordering system. The position also schedules meetings and interviews, proofreads and edits documents, arranges travel for applicants for faculty positions and for UC San Diego Rady School of Management faculty attending conferences, and processes the subsequent travel expense reconciliations and reimbursements. The position supports faculty research activities by coordinating payments related to research activities and by monitoring faculty research accounts/expenses, alerting faculty to current grant balances or renewal dates.

Facility with numbers, account codes, and experience processing expenses or invoices will be helpful for this position. Meticulous attention to detail concerning invoices, financial account codes, expense policy, expense reconciliation (gathering receipts, completing online documents, interpreting reimbursement policy) A Rady School of Management Faculty Assistant assists their faculty by drafting letters of recommendation, updating faculty CVs (resumes) and completing online documents related to grant applications.

This position contacts applicants who are applying for faculty positions, schedules full-day interviews with numerous Rady professors, arranges travel/lodging for the interviewee, explains University travel policies, and after the interview processes and reconciles expenses. When faculty are hired, the Faculty Assistant establishes a rapport with the incoming faculty, shares policy information related to IT equipment, office location, and moving expenses and explains University policy requirements/limitations on moving company vendors, costs, rules for relocation, etc.

Teamwork is required as is the ability to work independently with confidence and while using multiple online systems.

Rare overtime may be required for onsite coordination of research conferences. Rare offsite (local) travel to conference center may be required.

Effective September 2022, Faculty Assistant will be expected to work 3 days on campus and 2 days remotely.

  • Please submit a cover letter for a complete application.

QUALIFICATIONS

  • Interest in contributing to the University of California's mission of educating students and promoting research by providing administrative support to Rady School of Management faculty and administrative coordinators.

  • Experience working with a team or other admin support professionals; providing backup admin coverage for colleagues. Communication skills, collaboration skills. Willingness to support colleagues during time of peak workload.

  • Demonstrated experience and/or ability to provide administrative support to an office group (supporting more than one person simultaneously). Customer service skills to provide administrative support and establish a positive working relationship with a group (in this case faculty).

  • Strong customer service skills. Collaboration skills. Communication skills (written and oral). Ability to establish credibility and rapport with faculty and colleagues. Experience focusing on goals to be achieved rather than focusing only on activity.

  • Excellent skills with Word, for word processing, experience with Excel spreadsheet creation to keep information organized and for numerical data, data entry experience; PowerPoint presentations. Strong experience scheduling meetings using Outlook calendar. Zoom scheduling skills. Proof-reading skills. Tech-savvy.

  • Experience using online systems: financial/purchasing/travel. Experience (or the ability to learn) processing invoices, reimbursements, expense reconciliations; experience entering account codes. Experience collecting and submitting documentation for reconciliation and reimbursements.

  • Communication skills to explain complex, detailed travel and reimbursement policies to faculty and faculty visitors. Experience explaining reimbursement and purchasing policies (or the ability to learn). The experience or ability to analyze/coordinate administrative policies and procedures along with ability to perform work according to established protocols. Ability to anticipate actions needed to meet goals.

  • Experience and ability interacting with guest speakers and others who may be unresponsive to requests for information such as bios, presentation materials, etc; ability to communicate diplomatically and respond with flexibility considering event timeframe, logistics prep time, etc. Ability to work with last-minute issues & changes in speakers, presentation materials, vendor issues etc in a calm, effective manner.

  • Experience scheduling meetings/interviews sequentially or back to back via Outlook calendar; experience assembling groups for meetings/interviews or meals; experience creating meeting/interview itineraries; providing a welcoming demeanor to visitors, providing information, and anticipating logistics (rooms, equipment, parking, etc).

  • Experience working with last-minute requests for admin support and last-minute changes in speakers, presentation materials, vendor issues etc in a calm, effective manner.

  • Demonstrated experience in meeting/event planning and event coordination to include conferences, seminars, symposium, or similar event. Experience with meeting logistics such as facilities, catering, speakers presentations, IT/AV etc.

  • Experience creating travel itineraries, making travel arrangements with multiple cities, domestically and internationally. Experience rescheduling/changing travel itineraries, or the ability to learn.

  • Experience (or the ability to learn) how to set up IT laptops, projectors, microphones, and how to troubleshoot common IT issues that occur during presentations.

PREFERRED

  • Bachelor's degree or equivalent work experience preferred. Experience working for a large organization, ideally a university with exposure to faculty activities, preferred.

  • Experience with UCSD travel policy and/or moving expense and relocation policy and associated procedures and expense reimbursement processes ie experience with pre-payment of travel expenses, and experience reconciling travel expenses.

  • Experience with UC San Diego's online purchasing/travel/financial systems, Concur/Oracle.

  • Experience in contract and grant proposal formats, preparation, submission and administration, as well as federal, state and private grant agency regulations.

ACQUIRED

  • Knowledge of UCSD’s policies/procedures plus Rady department policy and their application in the areas of: travel, purchasing, entertainment, etc.

SPECIAL CONDITIONS

  • Job offer is contingent on clear Background Check.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Application Instructions

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