Campus Events & Administrative Coordinator

University of California San Diego; San Diego (CA); On-site; USD 64,000 - 92,000; Full time

Job summary

UC San Diego seeks an Event and Administrative Coordinator in the Division of Graduate Education and Postdoctoral Affairs. You will lead logistics for major GEPA events, handle budgeting tasks, and support the Assistant Dean with scheduling and program reviews.

The role requires meticulous organization, strong communication, and the ability to coordinate with faculty, staff, postdocs, and vendors in a fast-paced academic environment. 100% effort with campus-based work.

Qualifications

• Experience coordinating and planning events and functions with a team.
• Experience with financial transactions, budgeting, reconciliation, and travel documents.
• Strong verbal and written communication for diverse audiences.
• Ability to manage multiple tasks with high accuracy and attention to detail.
• Problem solving and independent decision making in complex logistics.
• Proficiency with office software and record keeping, including databases.

Responsibilities

• Lead logistical planning and execution of large GEPA events (Commencement, Triton Weeks of Welcome, Grad SLAM).
• Provide administrative support to the Assistant Dean for Academic Affairs on scheduling and logistics.
• Process honoraria, purchase orders, and travel reimbursements.
• Coordinate meetings, staff recognition events, and division-sponsored functions.
• Serve as primary contact to vendors and coordinate deliveries and facility logistics.

Skills

Event planning

Budgeting

Communication

Multi-tasking

Problem solving

Attention to detail

Confidentiality

Tools

Excel

PO system

Job description

UC San Diego seeks an Event and Administrative Coordinator in the Division of Graduate Education and Postdoctoral Affairs. You will lead logistics for major GEPA events, handle budgeting tasks, and support the Assistant Dean with scheduling and program reviews.

The role requires meticulous organization, strong communication, and the ability to coordinate with faculty, staff, postdocs, and vendors in a fast-paced academic environment. 100% effort with campus-based work.