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#102334 Instructional Support Assistant III

Employer
University of California - San Diego
Location
La Jolla, CA

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UCSD Layoff from Career Appointment: Apply by 10/21/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/30/2019. 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 Master's degree programs, PhD program, undergraduate minors and courses, and executive business seminars. 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.

This new position is one of two Instructional Support Assistant III positions located in Rady's Graduate Student Services area and works in tandem with colleagues including graduate student advisors, a curriculum planner, and other administrative assistants, a close knit team devoted to enhancing the educational experience for Rady graduate business students.

The Instructional Support Assistant III organizes activities related to classroom instructional support for Rady School of Management graduate business degree programs. Each academic quarter, the position contacts faculty to identify needed course materials (textbooks, digital textbooks, case studies, etc) used in graduate business courses. The position then follows a detailed and deadline driven process to ensure that course materials and instructional supplies are accurately ordered and so that they arrive on-time for student distribution or purchase.

This position acts as the liaison with vendors and publishing representatives and orders and tracks books and course packets, processes payments for course materials (books, readers, library reserve, etc.), and ensures timely delivery prior to start of classes. The position may receives course material deliveries; inventories; secures and confirms packing slips and invoices, and may organize and implement book distribution to students as appropriate, identifies course materials needing to be returned; interacts with vendor regarding logistics and financial impact of returns.

This position spends significant time building, making entries into and maintaining the Rady School's new online learning management system for graduate courses (previously Triton Ed; new system is Canvas ). This position populates the learning management system (Canvas) with content, enters needed items into the syllabus builder for each course, posts PowerPoint slides, assignments, course materials. Updates other Canvas field section as needed for each course. The position orients faculty on ordering course materials and instructional supplies, as well as orients them to the Canvas online learning system, and a wide variety of UCSD and Rady policies related to course instruction.

The position is the liaison between our faculty and the guest speakers invited to the classroom to make presentations. Arranges the logistics of the classroom visit and serves as a contact point for the guest speaker. Also distributes news and updates related to instructional support issues, book distribution, due dates for syllabus posting, grade reporting, etc. and schedules rooms for exams and/or proctors related to Office for Student w/Disabilities (OSD) accommodations. Will appeal to someone who enjoys using technology as well as enjoys teaching others how to use new systems, likes a wide variety of work, and is detail-oriented and comfortable working under a deadline.

  • A cover letter is required for a complete application.

  • Very occasional overtime may be required due to special events (orientation/pre-term, graduation, book distribution) at certain time of the academic quarter; compensated at time and 1/2 or time off.

QUALIFICATIONS
  • Recent experience with an online syllabus/course systems as a user or administrator (with posting access). Experience making entries and "building" sections in an online learning management system.

  • Demonstrated experience populating fields, making data entries, posting syllabus, documents, assignments, links.

  • Experience orienting others to an online learning management system. Experience creating informal training materials or holding informal one-on-one training sessions on a learning management system.

  • Strong experience communicating in person and in writing with others using a professional, business tone; the ability to use proper grammar, spelling, etc.

  • Proven data entry experience with a high degree of accuracy; experience double checking/proofreading data entries. Attention to detail; experience using a timeline to mark progress towards a deadline.

  • Excellent customer service skills, communication skills and collaboration skills. Ability to communicate and interact effectively with faculty, staff, graduate students, visitors and the general public using diplomacy, tact and flexibility in a variety of circumstances.

  • Working experience organizing non-financial information (example: student rosters, work assignments; inventory, invoices, travel plans, contracts, lists, etc) using Excel. Ability to review large amounts of information and organize it using spreadsheets.

  • Proven experience arranging meeting logistics and facilitating guest speaker presentations. Experience arranging IT/AV needs, providing directions, assisting with travel/transportation etc.

  • Excellent organizational, prioritization, and time management skills. Experience working on projects with deadlines, and completing assignments on own initiative and with attention to detail; multi-tasking and prioritization skills.

PREFERRED QUALIFICATIONS:

  • Experience in an administrative support position working with faculty who are actively involved in teaching and classroom activities. Experience interacting with students. Experience working at a graduate business school in an administrative position.

  • Demonstrated experience troubleshooting basic user problems with a learning management system and the willingness/ability to research user problems to find a resolution.

  • Experience working with faculty to solicit course materials needed for instruction, monitoring submissions and timeliness of submissions by faculty. Experience ordering course materials, inventorying course materials or something similar.

  • Experience ordering and bundling electronic course materials such as online journal articles, online case studies in addition to hard copy materials such as textbooks. Experience tracking instructional materials and orders.

  • Demonstrated experience with TritonEd or Canvas.

SPECIAL CONDITIONS
  • Job offer is contingent upon a satisfactory clearance based on background check results.

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