Job Description

Payroll Title:
ADMIN SUPV 1
Department:
RADY SCHOOL OF MANAGEMENT
Hiring Pay Scale
$67,200 - $82,000/year
Worksite:
Hybrid Remote
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#129988 Faculty Support Supervisor

Extended Deadline: Mon 6/24/2024

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 6/5/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

  • This position is open until filled. First Review Date 6/5/24.

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 has a number of Centers of Excellence, including the Beyster Institute, the California Institute of Innovation and Development, and the US-Israel Center on Innovation and Economic Stability.

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.

Reporting to the Rady School of Management Director of Academic Personnel and Faculty Support, the Faculty Support Supervisor uses skills as a seasoned and experienced administrative operations professional to provide high-level complex oversight and supervision of 5 faculty support coordinators on the Rady faculty support team.

This position supervises the work of the Rady School of Management faculty support team. The position promotes a positive work environment with an atmosphere of collaboration, participation, and information sharing. This position reviews and ensures the group's work quality, quantity, and timeliness and ensures that the staff have the information, training, support, and resources needed to provide excellent customer service. This supervisory position distributes and evaluates work assignments, with the authority to redistribute workload as needed; and monitors the overall progress of work in the unit. The position also reviews, processes, and approves financial transactions related to travel reimbursements, reconciliations, purchases. The position analyzes and researches issues and information, proposes solutions, and seeks feedback from others, and resolves issues and discrepancies. Conducts weekly staff meetings and attends regular leadership meetings with senior management. Orients and trains new team members. Interviews and selects staff. Coaches faculty support team on prioritization, procedure creation, quality/timeliness, and productivity. Recommends best practices regarding administrative practices, travel reimbursement/reconciliation practices, conference room scheduling and other logistical functions. Organizes workflows, work assignments. Approves timecards.

The Faculty Support Supervisor will work with Executive Directors, Committee Chairs, Faculty Leaders, and other groups regarding administrative staffing issues or concerns and address as appropriate. Incumbent is responsible for strategic planning, defining department-wide policies and procedures, and advising the Director of Academic Personnel and Faculty Support on administrative support matters. Serves as liaison to other Rady areas, particularly the Rady Finance area, Rady Events, Rady Facilities, and other administrative units.

This position is 90 percent supervisory and 10 percent focused on special projects and other hands on duties.

  • This is a hybrid position with a combination of onsite/remote days. May be required to work evenings and weekends (rare).

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

QUALIFICATIONS

  • Experience supervising and/or supporting administrative support staff ; OR experience working as an admin support professional with experience training others.

  • Working knowledge of common computer application programs such as: Oracle, Concur, and Payment Compass. Very strong calendaring experience, ideally w/Microsoft and Google Suites. Fast, accurate data entry/typing skills.

  • Skills to evaluate issues and identify resolutions. Solid analytical / problem-solving skills. Decision making skills. Ability to organize workflows, create work processes and procedures to solve operational problems and enhance productivity.

  • Experience in the successful interviewing/selecting, supervising, motivating, and leading of staff; experience assessing and distributing workload; experience scheduling, approving timecards. Experience providing constructive and positive feedback to staff regarding work quality, quantity, timeliness. Experience resolving conflicts and promoting collaboration.

  • Experience writing policies and procedures to ensure consistency where no policies may exist or may need to be updated.

  • Strong service orientation with the ability to effectively manage multiple priorities. Customer service skills. Multi-tasking, prioritization, and time management skills.

  • Experience reviewing travel/conference requests or expense reimbursements in compliance with the purchasing policies of a large organization. Experience following complex reimbursement policies and interpreting or explaining the policies to others/travelers/managers/colleagues.

  • Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others. Ability to establish a rapport and credibility with a wide audience. Experience coaching staff to enhance skills, abilities, and performance.

  • Bachelor's degree in related area and / or equivalent combination of education and experience (such as degree in Business Administration, Education, Student Services, Communications, Social Sciences or related field preferred).

  • Political acumen. Diplomacy. Confidentiality/discretion regarding sharing information.

  • Strong writing, proofreading and composition skills with the ability to draft, edit and finalize various forms of communications.

PREFERRED:

  • Experience working in a university or school system; or experience working in an office environment supporting multiple professionals like physicians, lawyers, business executives; or experience supervising admin support professionals in these settings.

  • Strong knowledge of and skill with UCSD's web-based financial/travel/purchasing/business applications such as: Oracle, Concur, and Payment Compass.

  • Working knowledge of the organization's processes and procedures, rules and regulations.

SPECIAL CONDITIONS

  • Job offer is contingent upon satisfactory clearance based on Background Check results.

Pay Transparency Act

Annual Full Pay Range: $67,200 - $119,600 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $32.18 - $57.28

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

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online