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Faculty Services Associate,
Office of Faculty Affairs
Position Summary
Faculty Services Associates are key members of the Faculty Services Center overseen from the Office of Faculty Affairs. Each associate is assigned the responsibility to lead support needs to faculty members from a specific academic area, program or concentration. They will also collaborate with one another across team projects and cross-train in other areas to create a support structure that can both address complicated queries as well as solve simple standard issues quickly.
Responsibilities
General Services to Faculty of Business
Direct Support
Serve as On-boarding and Off-boarding faculty host and liaison to operational departments
Prepare reimbursement and payment finance reports for faculty and their visiting academics
Purchase equipment and supplies for faculty offices and research needs
Arrange business travels for faculty and their visiting academics
Arrange student worker hiring and payment for faculty
Schedule faculty meetings, keep attendance and archive documents and meeting minutes as needed
Provide primary logistical assistance to small-scale faculty-sponsored events (except for events initiated by Leadership, Office of Research or Centers).
Support budget proposal, expense tracking and financial planning for faculty as requested under the guidance from Manager.
Collaborations
Collaborate closely with other colleagues of Faculty Services Center to support team projects, and in times of low workload be prepared to support others’ overload needs, including but not limited to:
Arts, Humanities, Social Sciences, Economics, Mathematics, Natural Sciences, Computer Science, Graduate and Advanced Education Programs
Acquire general working knowledge of the duties covered from administrators for:
Writing & EAP Program, Interactive Media Arts (IMA) Program, Chinese and Foreign Language Programs, Program on Creativity + Innovation
Support Center for Business Education and Research on their projects and events as needed.
Liaise with other operational departments (Finance/HR/Facilities/IT/Public Safety) and academic institutes/centers/programs to complete interdepartmental projects and events.
Liaise with Legal, Compliance, Finance/Procurement and Leadership (as needed) to resolve complicated travel arrangements, purchases of goods and services, payments for academic collaboration projects, and special cases in violation of rules or policies.
Qualifications
Required Education:
Bachelor’s degree (master’s degree preferred)
Required Experience and Skills:
1-2 years relevant experience (full-time or internship);
Previous experience in international or multicultural institutions;
Attention to details;
Good organizational, problem-solving and interpersonal communications skills;
Good team-working and coordination skills;
Ability to maintain confidentiality when working with sensitive information;
Ability to maintain high integrity of values and institutional virtues;
Proficiency in Microsoft Applications, Google Docs/Apps;
Fluency in spoken/written English & Mandarin
Preferred Experience and Skills:
Previous experience in higher education industry;
Proficiency in Adobe Applications;
Basic Knowledge of databases and webpage applications.
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