Job Description

Payroll Title:
BLANK AST 3
Department:
RADY SCHOOL OF MANAGEMENT
Hiring Pay Scale
$61,094 - $67,045/year
Worksite:
Hybrid Remote
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
2
Work Schedule:
8 hrs/day, Mon-Fri

#130011 Faculty Support Coordinator

Extended Deadline: Thu 6/20/2024

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.

UCSD Layoff from Career Appointment: Apply by 5/31/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 6/12/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

  • This position is open until filled. First review Date 6/12/24.

DESCRIPTION

The Rady School of Management provides business education through its PhD program, Masters degree programs, undergraduate minors and courses, and executive business seminars. In addition to these educational programs, the Rady School includes the Beyster Institute, the California Institute of Innovation and Development, and the US Israel Center.

The Rady School's values are excellence, innovation, collaboration and integrity. The staff who work at the Rady School have created a highly participatory, high energy, upbeat environment where providing excellent customer service to our students and our faculty is a priority.

The Rady School of Management's Faculty Support Coordinator 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 Support Coordinator 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 Support Coordinator 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 Support Coordinator 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 Support Coordinator 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 Support Coordinator 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.

  • This position is hybrid with 2 days/week on campus and 3 days/week remote. Rare overtime may be required for onsite coordination of research conferences; extremely rare offsite (local) travel to conference center may be required.

  • Submission of a cover letter along with a resume is preferred.

QUALIFICATIONS

  • 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, and providing information/directions.

  • Strong experience scheduling meetings using Outlook calendar. Zoom scheduling skills.

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

  • 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.

  • Communication & 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.

  • Excellent skills with shared drives, Word, experience using Excel/Google spreadsheets to keep information organized, accurate data entry experience;

  • Communication skills to explain policies to others (ie detailed travel and reimbursement policies to faculty and guest speakers. Experience anticipating logistical problems and posing alternative solutions.

  • 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 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,

SPECIAL CONDITIONS

  • Job offer is contingent on clear Background Check.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

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).


If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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

Application Instructions

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