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Faculty Support Specialist

Employer: University of San Diego
Location: San Diego

Faculty Jobs: Professional Fields, Business & Management
Administrative Jobs: Institutional & Business Affairs, Clerical & Administrative Support
Employment Type: Full Time
Institution Type: Four-Year Institution

Job Details
Organization

Job Details

Faculty Support Specialist; School of Business	
Posting # 3345

Department Description:
The University of San Diego School of Business embraces a stewardship approach to business education. Stewardship requires businesses to protect and care for society in pursuit of a greater good. The USD School of Business community of faculty, staff, students, and graduates, embrace stewardship by applying values-driven, free-enterprise skills to improve businesses, industries, and the lives of people in our community and around the world.

Looking forward, the Knauss Center for Business Education will be the physical home for the USD School of Business, and more important, the mortar that binds us together is our unique competitive advantage as we deliver a rich, holistic student experience, crafted with a higher purpose in mind, for all the greater good. See our progress: https://horizon.sandiego.edu/knauss-center.

University Description:
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Detailed Description:
The Faculty Support Specialist responsible for providing highly-skilled and confidential administrative support to the School of Business, with primary support to the Department Chairs and faculty members. This position provides support by word processing of manuscripts, syllabi, exams and other papers, as well as aiding faculty in fulfilling their teaching and research responsibilities. The Faculty Support Specialist facilitates University Copy projects, room reservations, and catering arrangements, as requested. The Specialist will provide support to departmental and administrative meetings by taking minutes and coordinating various needed logistics. The position serves as a Mail Center liaison for faculty and generally assists in coordinating deliveries. The Specialist will also manage special projects as assigned by the various Department Chairs, Associate Dean and/or Dean. In addition, this individual provides customer service to administration, faculty and students, as well as other School of Business stakeholders.

Duties & Responsibilities:
Administrative Support for faculty

Performs word processing and photocopying of confidential and/or sensitive material

Prepares spreadsheets and inputs data entry

Facilitates printing jobs with University Copy

Schedules and coordinates meetings

Coordinates guest speaker logistics including but not limited to flight and lodging

Coordinates and distributes speaker gifts for faculty

Assists with faculty research needs

Submits catering orders

Assists adjunct faculty members with related needs and oversees the adjunct office

Faculty liaison with ITS for classroom instructional hardware

Problem-solves time sensitive issues

Work collaboratively with other Faculty Support Specialist position(s) to assist with work load overflows, when appropriate

Support for specialized activities and projects

Provide administrative support to the Dean including scheduling and managing calendar events, making restaurant reservations, reserving parking for School of Business guests, etc.

Oversee the administration of the School of Business GrubHub account by collecting meal credit requests, inputting information into GrubHub's system, maintaining departmental billing information and assisting with monthly bill reconciliation

Provide administrative support in managing the USDIn app

Other special projects and tasks, as assigned

General office administration

Answering or directing general inquiries by phone and email

Greeting and directing visitors with a high level of customer service and attention

Order office supplies to maintain necessary levels for faculty needs

Is knowledgeable in University expense reimbursement

Distribute mail, include facilitating mail delivery between Olin Hall and other buildings with School of Business personnel

Mail Center liaison for troubleshooting

Answer telephones, and act as liaison between faculty members and their students

Ensure copiers are working properly and full of paper and staples

Cross trained in various facilities related tasks, such as scheduling of non-academic events, work order submissions for building maintenance, keycard access coordination with Campus Card Services, etc.

Supervise and manage student workers

Responsible for the interviewing, hiring, training and performance evaluation of assigned student workers.

Delegates tasks to student workers and ensures that faculty and staff receive adequate support

Provides guidance and is the example of proper office procedures and practices as well as customer service

Administers annual reviews and provides constructive feedback

Clearly communicates responsibilities and goals with students and provides opportunities for growth when appropriate

Other duties as assigned

Job Requirements:
Minimum Qualifications:

High School diploma

2 years of work experience in administrative or executive support role

Customer service experience

Preferred Qualifications:

Bachelor's degree from an accredited college of university

3+ years of progressively responsible administrative or executive support role

Experience working in higher education

Performance Expectations - Knowledge Skills and Abilities:
Knowledge of and experience with:

Knowledgeable of and demonstrates skills in Microsoft Office Suite and internet navigation

Knowledgeable of Kronos, EMS and Banner

Attentive to specific office practices and procedures

Knowledgeable of the University of San Diego, other offices of the university, and contacts on campus

Demonstrated performance in:

Demonstrates skills with general office equipment, such as copiers, fax machines, scanners, and laser printers

Demonstrates problem solving and analytical skills

Demonstrates organizational skills

Demonstrates skills of tact, poise, diplomacy and hospitality in a diverse and demanding environment

Demonstrates high level of customer service skills

Excellent communication skills with demonstrated capabilities of maintaining confidential information and handling sensitive data with discretion and tact.

Must possess the ability to handle multiple tasks, deadlines, and time constraints in a calm and effective manner.

Takes initiative in all performance areas

Detail oriented, independent thinker and worker who has the ability to make appropriate judgment calls as needed on a case-by-case basis, as well as work in a team environment.

Proven ability using computers for business/accounting applications.

Proven ability to cultivate positive working relationships with co-workers, including faculty staff and administrators

Ability to contribute to a positive organizational culture

Ability to assume responsibility, deal effectively with problems, and exercise independent judgment when making decisions

Ability to foresee future needs and respond accordingly

Ability to work effectively with minimal supervision

Ability to multi-task and prioritize appropriately

Ability to cope with last minute changes and deadlines

Ability to interact and manage diverse personalities

Ability to remain flexible and interested in working in a growing and changing organization

Tools & Equipment Used:
Computers, telephones, fax machines, copiers, laser and color printers, scanners, and media equipment.

Background check:
Successful completion of a pre-employment background check.

Degree Verification Requirement:
Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Posting Salary:
Commensurate with experience; Excellent Benefits.

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.

Special Application Instructions:	
Visit https://careers.pageuppeople.com/867/cw/en-us/job/494441/faculty-support-specialist to complete our online application and, for full consideration, please upload a resume to your application profile for the hiring managers' review. You are also strongly recommended to upload a cover letter to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:	Hours: 37.5
Closing date: May 7, 2021
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Organization

The University of San Diego is a Roman Catholic institution committed to advancing academic excellence, expanding liberal and professional knowledge, creating a diverse and inclusive community, and preparing leaders dedicated to ethical conduct and compassionate service.

Located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean, the campus is a community treasure, with Spanish Renaissance-inspired buildings and breathtakingly beautiful landscapes.

Chartered in 1949, the university enrolls more than 7,000 students and is known for its commitment to teaching, the liberal arts, the formation of values and community service. In less than 60 years, the University of San Diego has grown from a local college with 50 students and a handful of professors to a nationally ranked university. This achievement is the direct result of a single, unwavering expectation: academic excellence.

USD offers more than 60 bachelor's, master's and doctoral degrees. The university adds depth to education by inspiring students to grow spiritually, morally and socially. The breadth of programs and depth of facilities means that students can easily find a course of study that ignites their intellectual fire. In the classroom, coursework across disciplines encourages students to develop their critical thinking skills.

Small class size means the instructors know their students and can stimulate curious minds with anything from participation in a research project to an after-class discussion on topic. Instructors welcome the free exchange of complex ideas in an environment of tolerance and civility. In this environment, students begin a lifelong habit of appreciating and cultivating their individual gifts.

To complement this instruction, the university's Honors program provides a challenging curriculum for USD's uniquely motivated students. The university also holds memberships in several honor societies, including Phi Beta Kappa.

While intellectual growth is key, USD adds depth to the education experience by inspiring students to grow spiritually, morally and socially. An active faith community invites widespread student participation. In the classroom, study is accompanied by an examination of ethics and values University of San Diego students inquire freely and challenge ideas, exercise moral, spiritual and social judgment, serve others, and contemplate social justice in their lives and in their chosen fields. These students are truly educated. These students achieve excellence.

Students, faculty and staff are active members of the community, volunteering time and expertise, fostering friendships, and working to preserve the region’s unique character. With a population of more than 7,500 students and approximately 2,000 employees, the university impacts the life of the area economically, politically and socially. In turn, the university welcomes the community to participate in campus life, through classes, special events, sports, forums and tours.

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