Faculty Administrative Assistant III - 121418
#121418 Faculty Administrative Assistant IIIExtended Deadline: Fri 4/7/2023
UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.
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 2/10/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 2/21/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.
- This position is open until filled. First Review Date 2/21/23.
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.
This hybrid Faculty Assistant position contributes 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.
The Rady School Faculty Assistant III provides administrative support to Rady School academic faculty and lecturers, and interacts with guest speakers and colleagues. There is a lot of variety in the administrative work, with significant use of online systems. The position is exposed to cutting-edge business and research ideas due to daily contact with Rady School business faculty. The position has a hybrid schedule with 2 days/week in the office and 3 days/week remote.
The Rady Faculty Assistant uses a variety of UCSD online systems to process administrative documents including an online financial system, online travel system, online purchasing system, online supply ordering system. The position uses spreadsheets, schedules meetings and creates complex interview itineraries, proofreads and edits documents, and is instrumental in registering UC San Diego Rady School faculty for academic conferences, and processing the subsequent travel expense reconciliations and reimbursements.
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 documents expenses and ensures applicants are reimbursed for 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.
The Rady School Faculty Assistant plans the logistics associated with weekly onsite and Zoom faculty seminars (or occasional small conferences) hosted by Rady School of Management faculty including arranging the logistics (catering, rooms, IT/AV needs, agenda), monitoring expenses, and organizing attendee registration/RSVPs. The position requests information such as speaker presentation materials, makes Zoom arrangements, explains travel policies to guest presenters and makes travel/lodging arrangements for presenters. The position provides hands-on assistance with basic IT laptop/presentation setup or with Zoom arrangements and after the seminar, reconciles and processes travel expenses for guest presenters.
The position supports faculty research activities by monitoring faculty research accounts/expenses, alerting faculty to current grant balances or renewal dates, and supports faculty by drafting letters of recommendation, updating faculty CVs (resumes) and completing online documents related to grant applications.
Comfort with online systems, shared drives, account codes, and experience processing expenses or invoices will be helpful for this position. Meticulous attention to detail concerning invoices, expense reconciliation (gathering receipts, completing online documents, interpreting reimbursement policy) and prioritization/customer service skills are integral to this position.
Rare overtime may be required for onsite coordination of research conferences; extremely rare offsite (local) travel to conference center may be required.
This position is hybrid with 2 days/week on campus and 3 days/week remotely. Laptop provided.
Please submit a cover letter for a complete application.
Experience scheduling meetings/interviews via Outlook calendar; experience creating meeting/interview itineraries; arranging meeting logistics (rooms, refreshments, speakers presentations, IT/AV equipment, parking, etc). Experience providing a welcoming demeanor to visitors, providing information/directions.
Excellent skills with shared drives, Word, experience using Excel/Google spreadsheets to keep information organized, accurate data entry experience; Strong experience scheduling meetings using Outlook calendar. Zoom scheduling skills.
Experience using online systems. Experience (or the ability to learn) financial/purchasing/travel systems, processing invoices, reimbursements, expense reconciliations; experience entering account codes, collecting and submitting documentation for reconciliation and reimbursements.
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.
Communication skills, collaboration skills to promote a positive work environment and to support colleagues during times of peak workload.
Organizational skills. Prioritization skills. Multitasking and productivity skills. Tech savvy.
Strong customer service skills while providing administrative support to a group. Ability to establish credibility and rapport with faculty and colleagues.
Communication skills to explain policies to others (ie detailed travel and reimbursement policies to faculty and guest speakers. Problem-solving skills. Experience anticipating logistical problems and posing alternative solutions.
Bachelor's degree or equivalent work experience.
Experience working for a large organization, ideally a university with exposure to faculty activities, preferred.
Experience with UC San Diego's online purchasing/travel/financial systems, Concur/Oracle; experience reconciling expenses/credit cards.
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.
Familiarity with or experience with contract and grant proposal formats, preparation, submission and administration,
- Job offer is contingent on clear Background Check.
Pay Transparency Act
Annual Full Pay Range: $40,700 - $78,258 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $19.49 - $37.48
Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).
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
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Job Reference #: 121418