Faculty and Facilities Coordinator

5589

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

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.

Duties and Responsibilities:

Facilities Management

• 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

Administrative Support for Faculty

• 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

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Minimum Qualifications:

• High School degree
• 2 years of work experience in administrative or executive support role
• Customer service experience

Preferred Qualifications:

• 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.

Performance Expectations - Knowledge, Skills and Abilities:

• 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

$27 - $30 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position.  Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letterand resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at

jobs@sandiego.edu

Hours: 37.5 hours per week. In addition, the Knauss School of Business offers two different compressed work schedule options following a 9/75 structure in which employees have 1 to 1.5 days off over every two-week period.

Closing date: July 5, 2026

Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.