Administrative Coordinator - 141459

University of California San Diego; California, Northern (MO, KY); Hybrid; USD 88,512,000 - 108,570,000; Full time

Job summary

UC San Diego is seeking an Administrative Coordinator to support the Career Center’s daily operations. The role entails managing the Director’s calendar, coordinating meetings and travel, and overseeing front desk activities to deliver excellent service to students, alumni, and employers.

The ideal candidate will supervise student staff, handle confidential information with discretion, and contribute to budget tracking, records management, and strategic projects.

Qualifications

• Knowledge of administrative operations and office management principles, procedures for schedules, meetings, records, supplies, equipment.
• Knowledge of university administrative, fiscal, purchasing, travel, reimbursement, timekeeping, and student employment policies and procedures.
• Knowledge of customer service principles and practices in a higher education environment.
• Skill in managing complex calendars, schedules, meetings, and competing priorities.
• Skill in fiscal and budget administration, including tracking expenditures and maintaining financial records.
• Skill in written and verbal communication, including composing professional correspondence and reports.

Responsibilities

• Manage the Director’s calendar and coordinate meetings and travel.
• Oversee front desk operations and train student staff for customer service.
• Track budgets, reconcile transactions, and maintain financial records.
• Support strategic projects and ensure technology and office resources are managed.
• Maintain organized records using SharePoint and other university platforms.

Skills

Calendar management

Budget administration

Customer service

Written and verbal communication

Staff supervision

Event planning

Tools

SharePoint

Microsoft 365

Travel coordination software

Job description

Payroll Title: BLANK AST 3

Department: CAREER CENTER

Hiring Pay Scale: $30.89 - $37.89 / Hour

Worksite: Campus

Appointment Type: Career

Appointment Percent: 100%

Union: CX Contract

Total Openings: 1

Work Schedule: 8 hrs/day, Mon - Fri

#141459 Administrative Coordinator

Filing Deadline: Tue 10/13/2026

UC San Diego values and welcomes people from all backgrounds. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 10/2/2026 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance.

DESCRIPTION

Reporting to the Director of the Career Center, the Administrative Coordinator is pivotal in supporting the Career Center's day-to-day operations by providing comprehensive administrative, fiscal, and logistical support. This role involves managing the Director’s calendar, coordinating meetings and travel, tracking budgets, and ensuring compliance with financial guidelines.

This position oversees front desk operations and trains student staff to deliver exceptional customer service to students, alumni, employers, and campus partners. The Administrative Coordinator also plays a key role in maintaining records, supporting strategic projects, and ensuring technology and office resources are effectively managed to meet departmental needs.

The ideal candidate excels in organization, communication, and problem-solving, and can prioritize tasks, handle sensitive information, and adapt to both on-site and remote work environments.

Cover letter required for a complete application.

QUALIFICATIONS

• Knowledge of administrative operations and office management principles, including procedures for coordinating schedules, meetings, events, records, supplies, equipment, and day-to-day office activities.

• Knowledge of university administrative, fiscal, purchasing, travel, reimbursement, timekeeping, and student employment policies and procedures, with the ability to interpret and apply guidelines to routine and complex transactions.

• Knowledge of customer service principles and practices, particularly in a higher education environment serving students, alumni, employers, faculty, staff, parents, donors, and campus partners.

• Skill in managing complex calendars, schedules, meetings, and competing priorities, including the ability to anticipate conflicts, assess urgency, and make appropriate scheduling decisions on behalf of leadership.

• Skill in fiscal and budget administration, including tracking expenditures, monitoring budgets, reconciling transactions, coordinating purchasing and travel activities, and maintaining accurate financial records.

• Skill in written and verbal communication, including independently composing professional correspondence, reports, agendas, meeting materials, training materials, and communications involving confidential or sensitive matters.

• Skill in exercising tact, diplomacy, discretion, and sound judgment when handling confidential information, sensitive personnel or student matters, competing priorities, and interactions with diverse internal and external constituents.

• Skill in organizing and coordinating meetings, events, interviews, travel, and other logistical activities, including managing multiple details, communicating with participants, and ensuring timely completion of arrangements.

• Ability to independently prioritize and organize a high volume of work, establish short- and long-term priorities, meet deadlines, and adjust plans in response to changing circumstances and urgent requests.

• Ability to lead, train, schedule, and provide ongoing direction and feedback to student employees, including monitoring work quality, assigning responsibilities, supporting professional development, and addressing performance or service concerns.

• Ability to analyze information, identify problems, and develop practical solutions, particularly when addressing administrative, fiscal, scheduling, technology, facilities, or operational issues.

• Ability to establish and maintain accurate and organized records and information management systems, including electronic files, correspondence, meeting materials, action items, and departmental records using SharePoint and other university platforms.

• Ability to effectively use and learn administrative, financial, scheduling, communication, database, and technology systems, including Microsoft Office/Microsoft 365, SharePoint, university information systems, and other department-specific platforms.

• Ability to build and maintain effective working relationships with students, staff, faculty, administrators, employers, alumni, vendors, campus partners, and other internal and external constituents while providing responsive and professional service.

• Ability to work independently and collaboratively in a dynamic, high-volume environment, demonstrating initiative, adaptability, attention to detail, accountability, and the flexibility to support both on-site and remote operations.

• Skill in leading, motivating, training and providing work direction to student employees with ability to evaluate workload and resources to plan and organize day-to-day activities through delegation. Demonstrated ability to hire, train, supervise, and schedule work of student front office assistants.

• Demonstrated superb interpersonal and communication skills to successfully interact with a variety of people, including staff, students, academics, high-level executives, civic leaders and members of the community from diverse cultures and backgrounds.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Must have access to reliable transportation.

• Occasional evenings and weekends may be required with pre-approval and coordination with supervisor.

• Cover letter required for a complete application.

Pay Transparency Act

Annual Full Pay Range: $64,498 - $92,436 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.89 - $44.27

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. \"Misconduct\" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace