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. 

Key Responsibilities

• 40% - Front Desk Support
• 30% - Instructional Operations Support
• 20% - Program and Facility Operations Support
• 10% - Events/Others Duties As Assigned

Minimum Qualifications

For full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position.

• 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.
• 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. 
• Experience with using multiple data bases. 
• 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.
• 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.

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space. 

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.