Contract – Instructional Operations Specialist
Final Filing Date: 08-28-2019


Job Summary:

Under general direction of the San Ramon Instructional Operations Manager, assist in managing the program operations to help support the Bay Area MBA Program and special events. Provide analysis of various instructional projects, facility management, instructional operations support and recommend solutions regarding all operational needs on the San Ramon campus. Determine appropriate actions, provide recommendations and guidance in establishing and ensuring proper protocol. Maintain cross-unit coordination and communication with other GSM units and faculty in support of efficiently and effectively implementing goals.

The Project and Instructional Resources unit provides support to faculty, students, and staff in the Graduate School of Management (GSM) by managing instructional process, projects, and systems that support the instructional activities of the school. 

Essential Responsibilities:


Provide remote location facility and program support including strategic and tactical planning for operations and facility management of the San Ramon campus. Represent the GSM, establish and maintain relationships with students, faculty, and visiting professors. Support and assist processes and functions. Make recommendations for improving overall operational support. Provide a high level of complex analysis, serve as faculty liaison; form campus and community partnerships; responsible for planning and coordinating functions that span the continuum of GSM curriculum, programs and activities with all GSM policies and procedures. Serve as a resource for operational inquiries in support of the strategic goals and initiatives of the school.

Maintain IT and AV classroom equipment for the teaching facility. Manage and schedule routine/annual maintenance. Conduct daily and weekly checks of building maintenance. Report issues on equipment to Instructional Operations Manager for maintenance service, if necessary, to troubleshoot problems. Provide support regarding the use of IT/AV equipment and engage back-up units as necessary. Identify and resolve any facility concerns regarding security, HVAC/janitorial issues with the facility and amenities services managers. Work with other GSM units to provide guidance/recommendations on facility operations for special events and programs. Work in tandem with the Bay Area MBA Program Manager to provide seamless student services support. Ensure that the facility complies with UC safety and building emergency and ergonomic requirements and implement a building emergency plan.


Assist the Instructional Operations Manager to maintain operations and instructional materials/resources. Research available instructional materials, multimedia, web and other innovative approaches of teaching to deliver quality programs that maintain interest through use of cutting edge technologies. Design, conceptualize and update web based content, maintaining the web development standards. Streamline practices and procedures utilizing and implementing technologies such as Adobe Illustrator, Adobe Photoshop, Adobe Acrobat, and Microsoft Office. Organize and collect information that allows long range planning and recommendations for better business practices. Order classroom supplies and gifts for faculty usage.


In coordination with the director and manager, work to fulfill the requirements requested from support staff within the office, including but not limited to staffing events, providing support on operational and facility management/resources. Assist with ordering catering, room set-up and potential issues as they arise, reporting them to the Operations Manager. Manage the classroom and facility support with limited staffing.

Physical Demands:

Work overtime to meet operational needs.

Position is expected to follow the class schedule to cover Friday/Saturday and potentially Sunday.

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.


Minimum Qualifications:
  • Skills to analyze data from a wide variety of sources and present statistical information in an understandable and logical format.
  • Knowledge to anticipate/identify issues; compare data to multi source sets of information to draw conclusions, develop goals/plans for resolution and implementation.
  • Skills to translate plans into action and to meet objectives, prepare reports of results. Experience with using multiple data bases.
  • Advanced computer skills and experience utilizing and implementing technologies such as Adobe Illustrator, Adobe Photoshop, Adobe Acrobat, and Microsoft Office.
  • Analytical and problem solving skills, resourcefulness, and judgment to gather and analyze information, develop a wide range of options that are consistent with campus policies, practices, and procedures and to formulate thoughtful/realistic recommendations to clients and management.
  • Knowledge of copyright laws and regulations.
  • 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.
  • Experience with communication concepts and principles including professional journalistic procedure, practices and styles.
  • Skills to independently gather information through research and interviews.
  • Knowledge to understand and translate complex business information to write clear, accurate and compelling copy in an appropriate form for diverse audiences and publications.
  • Experience supervising and leading a support staff, including supervising students and/or temporary staff as well as vendor/independent contractors.
Preferred Qualifications for Selection:
  • Project management experience.
  • 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 utilizing and implementing technologies such as Drupal and scanning programs.
  • Knowledge of UC guidelines/practices related to fair use.
  • Interpersonal, written and verbal skills, and the skill to listen effectively.
  • 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.