Dual-Office Program & Admin Coordinator

The Scripps Research Institute; San Diego (CA); Hybrid; USD 39,000 - 48,000; Full time

Benefits offered by this job

Employer-contributed retirement plan

Health and welfare plans including 3+医

Flexible Spending Accounts

Vacation and sick leave policies

Free on-site parking

Job summary

The Scripps Research Institute in La Jolla, CA, seeks a Program & Administrative Coordinator to support the Career & Professional Development Office and the International Services Office. This role balances two offices, handling programs, communications, events, and data management while upholding FERPA/privacy standards.

Ideal candidates are organized, discreet, and customer-focused, with experience coordinating programs and events and collaborating across diverse teams on campus.

Qualifications

• Bachelor's degree related to international relations, education, or related fields or equivalent combination of education and experience.
• 2+ years of administrative support, communications, events, or program/project coordination experience.
• ARO or DSO experience preferred.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams, PowerPoint).
• Strong written communication and proofreading skills.
• Demonstrated ability to manage multiple tasks and deadlines across competing priorities.

Responsibilities

• Coordinate day-to-day CPDO and ISO programs, including new scholar orientations, intake, cycle tracking, participant communication, and document maintenance.
• Track deadlines, deliverables, and follow-ups for recurring program cycles and occasional special initiatives and keep office leadership informed of status.
• Collect and compile data for assessment and annual reports.
• Help identify and implement process improvements.
• Prioritize and balance competing requests from both offices, coordinating closely with each office's leadership.
• Prepare, schedule, and distribute email announcements to targeted audiences; maintain templates and monitor engagement metrics.
• Design and compile CPDO newsletters and create digital and print collateral for workshops, events, and programs.
• Coordinate posting and distribution of materials across campus and digital channels.
• Monitor HR-generated personnel changes and update distribution lists accordingly.
• Provide content updates to the website manager to keep CPDO and ISO pages current.
• ISO: Data entry, data management, e-form processing, document retention and reporting in Sunapsis.
• CPDO: Maintain event attendance and alumni tracking databases, track engagement metrics, and support reporting needs.
• Coordinate in-person and virtual event logistics, including space reservations, AV setup, webinar administration, catering, parking, and run-of-show support.
• Manage event communications, registration monitoring, attendee reminders, and post-event surveys.

Skills

Communication

Attention to detail

Discretion

Cross-cultural communication

Project coordination

Education

Bachelor's degree related to international relations/education

Equivalent combination of education and experience

Tools

Microsoft Office Suite

Sunapsis

SciQuest

Concur

CRM systems

Job description

The Scripps Research Institute in La Jolla, CA, seeks a Program & Administrative Coordinator to support the Career & Professional Development Office and the International Services Office. This role balances two offices, handling programs, communications, events, and data management while upholding FERPA/privacy standards.

Ideal candidates are organized, discreet, and customer-focused, with experience coordinating programs and events and collaborating across diverse teams on campus.