Instructional Operations Assistant

Job Summary

Under general supervision of the Assistant Director of Project & Instructional Resources, assist with front desk management and managing the program operations to help support the Sacramento MBA Program and special events. The Instructional Operations Specialist will assist in managing front desk customer service, facility & instructional operations and recommend solutions regarding operational needs in Davis and Sacramento. Determine appropriate actions, provide recommendations and guidance in establishing and ensuring proper operational protocol. Maintain cross-unit coordination and communication with other staff units and faculty in support of efficiently and effectively implementing goals.

Department Overview

The Project and Instructional Resources unit provides support to faculty, students, and staff in the Graduate School of Management (GSM) by managing operational processes, projects, and systems that support the instructional activities of the school.  

40% FRONT DESK SUPPORT 

• Assist in managing front desk reception area, ensuring customer service support to customers, staff, faculty, and students for the school.
• Serve as a resources liaison for the department directing individuals to the appropriate person. Provide reception support, answer phone system directing accordingly to various units/persons, providing overall coordination of front desk support for the school.
• Evaluate administrative front desk support operations, making recommendations on front desk support structure to the Assistant Director.
• Provide support to multiple units holding events to ensure the GSM mission is achieved.
• In consultation with the Assistant Director, organize and collect information that allows long-range planning and recommendations for better business practices, adjusting as needed to ensure excellent front desk customer support.

30% INSTRUCTIONAL OPERATIONS SUPPORT

• Assist the Assistant Director to maintain instructional operations and instructional materials/resources.
• Streamline practices and procedures utilizing and implementing technologies such as Adobe Acrobat and Microsoft Office.
• Organize and collect information that allows long-range planning and recommendations for better business practices.
• Order classroom supplies and gifts for faculty usage.
• Assist in managing syllabi, Canvas course sites, prepare course evaluations and reports.
• Act as an academic resources’ liaison between students, teaching assistants and faculty, including creating exams and facilitating quarterly test taking for disability accommodations.

20% PROGRAM AND FACILITY OPERATIONS SUPPORT

• Assist in providing facility and program support of the Sacramento teaching facility.
• Represent the GSM, establish & maintain relationships with students, faculty, & visiting professors.
• Support and assist processes & functions.
• Make recommendations for improving overall operational support.
• Serve as faculty liaison; form campus & community partnerships; assist in coordinating functions that span the continuum of GSM curriculum, programs and activities with GSM policies and procedures.
• Serve as a resource for operational inquiries in support of the department goals & initiatives of the school.
• Report issues on equipment to Assistant Director for guidance on next course of action to maintenance service, if necessary, to troubleshoot problems.
• Provide support regarding the use of IT/AV equipment & engage back-up units as necessary.
• Identify & resolve any facility concerns regarding security, HVAC/janitorial issues with the facility & amenities services managers in the absence of the Assistant Director to continue operational support.
• Work in tandem with the Assistant Director to provide seamless student services support with the Student Affairs staff.

10% EVENTS/OTHERS DUTIES AS ASSIGNED

• In coordination with the Assistant Director, work to fulfill the requirements requested from support staff within the office, including but not limited to staffing events, providing operational support.
• Assist with reserving rooms/spaces, ordering catering, room set-up and potential issues as they arise, reporting them to the Assistant Director.
• Manage the classroom and facility support with limited staffing.

Minimum Qualification

• Demonstrated customer service orientation and experience.
• Demonstrated strong analytical and problem-solving skills.
• Skills to translate plans into action and to meet objectives, prepare reports of results.
• Demonstrated good verbal and written communication skills, documenting and reporting clearly and concisely.
• Skills to map operational processes in a logical manner and integrate tasks into a programmatic context and to establish project plans and timetables to completion, including status tracking and project updates in coordination with other participants.
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• Organizational and time management skills.
• Writing, proofreading, editing and communication skills. Knowledge to understand and translate complex business information to write clear, accurate and compelling copy in an appropriate form for diverse audiences and publications.

Preferred Qualifications

• Experience providing staff support to an instructional program in a University setting.
• Experience writing complex summaries and reports, including the skill to use written language accurately and creatively; command of correct grammar, spelling, and punctuation; and skills in editing and proofing copy/media.
• Advanced computer skills and experience utilizing and implementing technologies such as Adobe Acrobat, and Microsoft Office.
• Interpersonal, written and verbal skills, and the skill to listen effectively.
• Conveys instructions, directions, and information appropriately.
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• Customer service orientation.
• Skill to absorb complex technical and conceptual information, identify key issues and details, and present understandable alternatives to individuals of varying technical expertise at all levels of the organization.
• Skill to work on multiple complex tasks that are not necessarily well defined, under pressure of full workload, tight deadlines and shifting priorities.
• Experience with using multiple data bases.

Salary or Pay Range:

$28.49 - $40.83/hour (Department budgeted salary range: $28.49/hr. - $31.22/hr. Commensurate with experience.)

Work Environment

Work overtime to meet operational needs. Position is a 100% position onsite in Davis and Sacramento. Position is expected to be on the Davis campus Tuesday through Friday (8-5 pm), Saturday at the Sacramento campus (7:30-4:30 pm). Schedule can vary quarterly, and core program coverage hours will be arranged with supervisor to meet business needs. Driver’s license required to travel to off-site location.