Faculty and Facilities Coordinator

Details•San Diego, CA

8d•Onsite

About The Position

The Faculty and Facilities Coordinator provides integrated administrative and operational support to the Knauss School of Business, with equal focus on faculty services and building operations. This role delivers high-level administrative support to faculty directors and coordinators, including but not limited to preparation of materials, coordination of meetings, travel arrangements for individuals and/or groups, special projects, etc. In parallel, the Coordinator oversees day-to-day operations of both the Knauss Center for Business Education and Olin Hall buildings, including space management, maintenance coordination, access control, and facilities-related projects. The role partners with campus units to support building functionality, safety compliance, and efficient space utilization, while proactively addressing operational needs. This position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a collaborative, service-oriented environment.

Requirements

High School degree
2 years of work experience in administrative or executive support role
Customer service experience
Knowledgeable of and demonstrates skills in Microsoft Office Suite and internet navigation
Knowledgeable of EMS, Workday, Concur, Zoom, Google Suite and other software
Demonstrated ability for problem solving.
Be able to proactively explore new tools and identify processes improvement opportunities.
Attentive to specific office practices and procedures
Demonstrated ability using internet and email tools
Demonstrated problem solving skills
Ability to multi-task and prioritize workload effectively
Ability to be self-directed
Demonstrated effective oral and written communication skills
Demonstrated ability to remain flexible and interested in working in a growing and changing organizations
Ability to track and project needs and respond accordingly
Ability to establish and maintain cooperative working relationships
Demonstrated ability in customer service
Demonstrated ability to assume responsibility, work autonomously and exercise independent judgment when making decisions
Ability to handle confidential information with tact and discretion
Ability to get along with diverse personalities and populations

Nice To Haves

Bachelor’s degree from an accredited college of university
3+ years of progressively responsible administrative or executive support role
Experience working in higher education
Experience with AI tools such as, but not limited to, Gemini, NotebookLM.

Responsibilities

Oversees the maintenance, repairs, projects and office/classroom furniture/equipment inventories with building and grounds maintenance that affect normal building operations for both the Knauss Center for Business Education (KCBE) and Olin Hall (OH) spaces.
Coordinates with Information Technologies Services Media Center and Desktop Services in order to maintain in excellent working condition all classroom and meeting room technical equipment
Main point of contact for audio visual and computer equipment and furniture orders, arrivals, departures, installs, inventories and servicing for internal departments as well as outside vendors.
Provides building occupants with updates of electrical, water and other service outages and scheduled shutdowns.
Serves as primary building and safety representative for OH and KCBE.
Helps facilitate facility emergencies and requests special janitorial services.
Works closely with Public Safety and Card Services to maintain locks, issuance and inventory of access to all Knauss School of Business buildings/spaces of authorized personnel by maintaining employee confidence and protecting operations by keeping information confidential.
The incumbent monitors all group postings for appropriate content and that university and department policies and procedures are being followed.
Coordinates the packing, moving and set-up of KCBE and OH office locations, including but not limited to, the purchasing of packing materials needed, scheduling office content moves with Facilities Management and working with ITS and Telecommunications to relocate office computers.
Oversees all Knauss School furniture needs and works with the Associate Dean of Faculty and Operations regarding new needs and/or repairs
Monitors, initiates, and schedules classroom and meeting room equipment repairs and building maintenance/repairs recognizing and determining the necessity and submitting work requests online while maintaining service logs.
Proactive in creating and maintaining documentation of facility logs such as Salto lock access records, facility management progress logs, building issue records.
Conduct routine facility checks to ensure functionality of facility and equipment.
Document and report any issues for maintenance
Provide administrative support to assigned faculty groups and committees.
Coordinate and support traveling arrangements, including but not limited to, flight booking, hotel reservation, transportation arrangement.
Be familiar with IT systems provided by the University, such as Concur, Word, Excel, to provide administrative support.
Proactively engage in learning and training on university-approved AI systems to streamline workflows, enhance efficiency, and explore innovative applications of AI in administrative processes.
Provide administrative support for faculty events, including but not limited to, coordinating catering, securing venues, managing RSVPs, and arranging parking.
Offer occasional on-site support for events held outside regular business hours
Schedules and coordinates meetings
Coordinates and distributes speaker gifts for faculty
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
Provide backup support for Faculty Support Specialists
Other duties as assigned