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#103498 Faculty Assistant III

Filing Deadline: Tue 1/28/2020

UCSD Layoff from Career Appointment: Apply by 01/17/20 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 01/28/20. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.

DESCRIPTION

The Rady School of Management provides business education through its Masters degree programs, PhD program, undergraduate minors and courses, and executive business seminars. The Rady School's values are excellence, innovation, collaboration and integrity. The Rady School staff have created a highly participatory, high energy, upbeat environment where providing excellent customer service to our students, faculty, and alumni is a priority.

The Rady School of Management's Faculty Assistant III provides administrative support to Rady School of Management faculty, lecturers, and guest speakers. 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 for regional conferences and weekly seminars held at the Rady School and hosted by Rady faculty including establishing a timeline, creating and monitoring budgets, arranging all logistics (catering, rooms, IT/AV needs, research agenda, breakout rooms), coordinating the invitations for seminar speakers and registering attendees. The Faculty Assistant III interacts with with guest speakers requesting information such as bios, presentation materials, etc; and this position communicates diplomatically while ensuring that presentation materials are received, provides directions and assists guest speakers with their IT laptop/presentation setup,

The position arranges meetings, edits documents, arranges travel and processes travel expenses and reimbursements for faculty and prospective faculty, orders & restocks office supplies, tracks information using spreadsheets, and creates documents & PowerPoint presentations. Rady Faculty Assistant III makes logistical arrangements for faculty to attend conferences; processes & reconciles conference travel reimbursements, and assists with research grant applications. The position updates faculty CVs (resumes) and provides assistance to visiting researchers and graduate students with administrative set-up and office space.

Usual work hours: Monday - Friday 8:00am - 4:30pm. Rare pre-scheduled Saturdays usually 7:00am - 3:30pm with a day off during the same week (approximately 3 times per year). Overtime (rare) may be required for coordination of research conferences.

  • Please submit a cover letter for a complete application.

QUALIFICATIONS

  • Proven administrative experience in a fast-paced office setting. Administrative experience supporting more than one person. Experience working with a team of other admin support professionals; Collaboration skills. providing backup admin coverage for colleagues.

  • Experience in meeting coordination to include onsite or local conferences, seminars, or similar event. Experience with meeting logistics such as facilities, catering, speakers presentations, IT/AV, conference registration, etc.

  • Demonstrated experience organizing travel or conference for a traveler: information and logistics for meetings/events/travel. Experience making travel itineraries, travel arrangements with multiple cities, domestically and internationally.

  • Experience processing reconciliations of travel expenses using guidelines and monitoring receipts for policy compliance to ensure reimbursement. Experience explaining purchasing, travel, and expense reimbursement to others.

  • Strong customer service skills. Superb communication skills to effectively interact with faculty, staff, students, guest speakers using diplomacy, tact and flexibility in a variety of circumstances.

  • Proficient computer skills with word processing, spreadsheet experience for numerical and non-numerical data, data entry; PowerPoint presentation. Experience (or ability to learn) how to set up IT laptops, projectors and how to troubleshoot common IT issues that occur during presentations.

  • 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. Prioritizing work throughout the day. Experience multi-tasking throughout the day.

Preferred:

  • Recent posting experience with an online syllabus/course systems as a user or administrator (with posting access). Experience posting documents, links, etc on a website.

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

  • Experience processing travel expense receipts for policy compliance in order to maximize reimbursement and meet policy requirements. Experience explaining organizational guidelines to those submitting receipts for reimbursement.

SPECIAL CONDITIONS

  • A background check is required.

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.

UCSD
Payroll Title:
BLANK AST 3
Department:
RADY SCHOOL OF MANAGEMENT
Hiring Salary Range
$48,566 - $51,928 /year
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, usually Mon - Friday