Faculty Support Coordinator

2 weeks ago

San Diego, United States University of California San Diego Full time

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. 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 pref

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