#101789 Academic Personnel Coordinator

La Jolla, CA
Sep 20, 2019
Institution Type
Four-Year Institution

This position will remain open until a suitable candidate is identified.

UCSD Layoff from Career Appointment: Apply by 09/20/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 09/25/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The University of California’s only school of international affairs, the School of Global Policy & Strategy (GPS) provides a unique resource for training leaders, creating ideas, and building networks for the Pacific Century. GPS is internationally renowned for its innovative programs, superb faculty and outstanding students and now stands among the world's top graduate schools of international relations and is the established leader in its focus on Asia and the Americas. GPS instructs a diverse student body consisting of 60% domestic and 40% international students in MPP, MCEPA, MIA, BA-MIA, MAS, joint PhD with Department of Political Science and executive education programs. GPS also administers the International Studies Program, a fast-growing interdisciplinary program with over 1700 declared undergraduate majors, that offers a rigorous curriculum for undergraduate students interested in international affairs.

Offering nine B.A. degree options, three combined BA/MIA program, and a minor program, the International Studies Program explores the interaction between the international and national, global and local, contemporary and historical ideas shaping globalization. GPS is also the parent organization to major research centers: Center on Global Transformation (CGT), Center for U.S.-Mexican Studies, 21st Century China Center, Fudan-UC Center on China, Institute on Global Conflict and Cooperation (IGCC), Policy Design and Evaluation Lab (PDEL), Laboratory on International Law and Regulation (ILAR), and Japan Forum for Innovation and Technology (JFIT).

Under the supervision of the HR/AP Manager, prepares and submits academic appointment and review files for all unit 18 lecturers, visiting professors, visiting researchers and ladder rank faculty ensuring timely submission of files. Carefully reviews all file documents for accuracy and compliance with campus and system-wide guidelines. Serves as initial contact for all foreign visitors and coordinates all Postdoctoral Scholar and Visiting Scholar appointments from initial inquiry to departure and visa processing. Coordinates the faculty recruitment process for permanent academic FTEs, temporary academic appointments and postdoctoral scholar appointments: job talks, online posting, etc. Serves as resource for faculty on rules/regulations regarding conference attendance, travel, reimbursements and purchasing.

  • Occasional overtime required during peak periods.
  • A Bachelor's Degree in communications, psychology or business administration; or an equivalent combination of education and experience.

  • Proven knowledge of INS and International Center regulations, policies and procedures regarding employment of international scholars and visa requirements.

  • Demonstrated knowledge of the various visa requirements (J1, H1B) and immigration and naturalization policies and procedures.

  • Advanced skill using computer software, hardware and database systems: MS Office suite, Word, Excel, Access, PowerPoint, Outlook calendar.

  • Demonstrated experience in successful event planning and organization of conferences and job talks, including familiarity with general accepted practices of the industry.

  • Acquiring knowledge of and ability to apply/interpret organization and college policies and procedures which govern academic HR.

  • Strong ability to communicate clearly and logically to make recommendations, discuss problems and research and explain policies/procedures.

  • Acquiring knowledge of organization, college, and departmental formal and informal policies and procedures, and understanding of variances to stated policies.

  • Acquiring knowledge of organization's human resource management system (HRMS) and other related business software programs and systems.

  • Acquiring knowledge of unit academic culture and educational goals of discipline(s) served.

  • Strong analytical skills to conduct analysis and develop recommendations, demonstrating organizational and problem-solving skills.

  • Skills to communicate effectively, verbally and in writing. Excellent written communication skills with ability to write concisely, persuasively and to clearly summarize information. Superb ability to proofread documents for accuracy, clarity, grammar, syntax and continuity.

  • Excellent interpersonal and customer service skills to interact professionally and courteously with diverse personalities, including non-native English speakers, within and outside of the University, using tact and diplomacy.

  • Proven organizational skills to prioritize or plan day-to-day tasks to meet established goals within that context to recognize problems, conflicts or impact to others, research options, present alternatives, implement solutions and follow-through to assure goals are met.

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