Faculty Assistant 3/Assistant to the Chair
The University of California, San Diego
About this position
Position Description
This position provides administrative support to a cluster of ladder rank faculty and other academic appointees, and/or one Department Chair in a large and complex academic School. Duties encompass a variety of activities in instructional support, event/meeting planning, faculty/visitor coordination and general administrative service. Responsibilities include, course support (material preparation and ordering, producing and maintaining course web sites, and e-grading), full range of travel support activities from reservations through reconciliation, overseeing facility management (liaison for custodial services, key control, oversight of conference rooms, work orders, etc.), acting as liaison between faculty members and other on-and off-campus organizations, and making comprehensive arrangements for visitors and faculty recruitments (invitations, hotel, travel, appointment scheduling, etc.). This position manages a high volume of communications and requires a great degree of independent judgment and discretion. If serving as an Assistant to Department Chair, responsibilities include directly working with Faculty Recruitment Committee and Department Chair to arrange recruitment travel, schedule various meetings and applicable talks. ~Position will have a Hybrid work schedule. Must be able to work At least three days onsite but can be more during midterms and finals and events.
Qualifications
Demonstrated knowledge, understanding and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions. Ability to exercise extreme diplomacy and mature judgment. Must be cognizant of various ongoing projects and future projects affecting schedules; workflows, etc., and be able to make decisions regarding work priorities. Demonstrated experience and proven ability to provide a high level of independent support under the challenge and stress of frequent interruptions and frequently changing priorities and deadlines. Ability to handle multiple tasks simultaneously requiring detail and accuracy. Customer service oriented with excellent interpersonal skills. Ability to work with a diverse group of people and communicate clearly and effectively via the telephone, e-mail and in person. Ability to resolve conflicts while maintaining a professional relationship. Ability to demonstrate tact and diplomacy at all levels within and outside the University to promote and maintain positive relationships. Clear and effective professional communication skills, both written and verbal. Strong proofreading skills with high attention to detail in written materials. Experience editing technical or specialized documents for clarity, structure, and adherence to formatting guidelines. Ability to navigate and manage files within a Windows operating system. Proficiency in Microsoft Office, specifically creating formulas in Excel and drafting templates in Word. Proven adaptability in learning new software systems as implemented by the department. Demonstrated ability to independently schedule, arrange and coordinate seminars/meetings/special events with national and international scientific participants and to create/maintain effective marketing material such as posters and flyers. Ability to make foreign and domestic travel arrangements with the skill to research the most economical rates and prepare all travel-related forms for submission and reimbursement. Skill to maintain confidentiality required by law and departmental policy for student grades, financial information, and general assignments, etc. Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.