Instructional Support Assistant III
University of California San Diego
United States


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.

The Instructional Support Assistant III organizes activities related to classroom instructional support for Rady School of Management graduate business degree programs. The position contacts faculty and lecturers to request and then orders curricular/course materials and instructional supplies used in graduate business education courses. The position 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.

Using course enrollment projects, 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.), ensuring delivery prior to start of classes. Receives course material deliveries; inventories; secures and confirms packing slips and invoices. Organizes and implements 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 and new system Canvas to be installed). Populates the learning management system (Canvas) with content. The position also 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 and lecturers on ordering course materials and instructional supplies, as well as on the TritonEd/Canvas online learning system, and a wide variety of UCSD and Rady policies related to course instruction. Acts as liaison between our faculty and their guest speakers invited to the classroom to make presentations. The position arranges the logistics of the classroom visit and serves as a contact point for the guest speaker. Position is 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.

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

  • Please submit a cover letter for a complete application.


  • Strong customer service skills. Superb communication skills. 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.

  • Proven administrative support experience. Proficiency using Microsoft Word, Excel, PowerPoint, Outlook email. Record keeping experience. Experience organizing information via spreadsheets, document creation, filing, proofreading, ordering of supplies.

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

  • Strong data entry experience, especially under a deadline.

  • Demonstrated experience arranging meeting logistics and facilitating guest speaker presentations.

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


  • Experience in an administrative support position directly 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.

  • 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.

  • Demonstrated experience troubleshooting basic user problems 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 or similar online learning management/syllabus system.


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

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