Administrative Coordinator - 141459

UC San Diego; San Diego (CA); Hybrid; USD 64,000 - 92,000; Full time

Job summary

UC San Diego’s Career Center seeks an Administrative Coordinator to support day-to-day operations, manage the Director’s calendar, coordinate meetings and travel, track budgets, and ensure financial guidelines compliance.

This role oversees front desk operations, trains student staff, maintains records, supports strategic projects, and ensures technology and office resources are effectively managed to meet departmental needs.

Qualifications

• Experience managing calendars, meetings, events, records, supplies and day-to-day office activities.
• Familiarity with university administrative, fiscal, purchasing, travel, reimbursement, timekeeping and student employment policies.
• Strong customer service principles in a higher education setting serving students, alumni, employers, and campus partners.
• Demonstrated ability to handle confidential information with tact and discretion.

Responsibilities

• Manage the Director's calendar, coordinate meetings and travel arrangements.
• Oversee front desk operations and supervise/trains student staff.
• Track budgets and ensure compliance with financial guidelines.
• Maintain accurate records and support strategic projects.
• Ensure technology and office resources are effectively managed for departmental needs.

Skills

Calendar management

Budget tracking

Customer service

Staff training

Communication

Problem solving

Record keeping

Discretion

Meeting coordination

Time management

Tools

Microsoft Office 365

SharePoint

University information systems

Job description

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).