Event and 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

#141748 Event and Administrative Coordinator

Filing Deadline: Fri 10/30/2026

Job Details

• Payroll Title: BLANK AST 3
• Department: GRADUATE DIVISION
• Hiring Pay Scale: $30.89 - $33.04 / hour
• Worksite: Campus
• Appointment Type: Career
• Appointment Percent: 100%
• Union: CX Contract
• Total Openings: 1
• Work Schedule: 8 hrs/day, Mon-Fri

UC San Diego values and welcomes people from all backgrounds.

UCSD Layoff from Career Appointment: Apply by 10/21/26 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

The Division of Graduate Education and Postdoctoral Affairs (GEPA) is the central resource for all matters related to graduate education and postdoctoral affairs at UC San Diego. Our team is there at every step in a scholar’s journey, helping them navigate their path from admission to graduation to the training environment and beyond. Working in collaboration with faculty, staff, and students across campus, GEPA guides today’s scholars on their upward trajectory to becoming tomorrow’s leaders.

The Event and Administrative Coordinator provides key program / event coordination and administrative support to the Division of Graduate Education and Postdoctoral Affairs (GEPA). The position leads the logistical planning and execution of a variety of large-scale GEPA events, including but not limited to Commencement, Triton Weeks of Welcome, and Grad SLAM/Postdoc PITCH. The position provides essential support to the Assistant Dean, Academic Affairs for a range of logistics and scheduling related to the campus Program Reviews. This position performs all fiscal-related event and program review tasks for GEPA such as processing of honoraria, purchase orders, and group and guest travel reimbursements. The role is also involved with information sharing to students, postdoctoral scholars, staff, and faculty on various policies, procedures, and resources across GEPA. This role coordinates various meetings, staff recognition events, and division-sponsored functions, and also serves as a primary point of contact to coordinate deliveries, interact with vendors, resolve problems, and arrange logistics for the division's facility. The position provides cross-functional administrative assistance and coordination across a variety of projects as assigned.

QUALIFICATIONS

• Previous experience coordinating and planning events and functions in collaboration with team members.
• Experience with financial transactions, budgeting, reconciliation, and preparing accounting and travel documents.
• Demonstrated effective oral communication skills sufficient to provide information and instructions in a clear, logical, concise, and timely manner. Skill to articulate program descriptions and requirements to a variety of individuals with broad educational, cultural, and language backgrounds.
• Experience in performing multi‑task functions. Excellent organizational and prioritization skills with ability to reconcile and process large volumes of forms with the highest levels of attention to detail and accuracy.
• Demonstrated problem‑solving skills with ability to anticipate needs, examine issues, independently make decisions, comprehend and resolve complex situations and logistical arrangements, and devise satisfactory solutions.
• Mathematical and accounting skills sufficient to make calculations, compile statistical data, monitor budgetary expenses, and prepare accounting and travel documents.
• Ability to work effectively with minimal supervision while also working as a team member to accomplish goals of the unit and department. Ability to determine which matters can be handled independently or referred to supervisors.
• Excellent interpersonal skills including tact and diplomacy with ability to effectively interact with faculty, students, staff and the general public.
• Demonstrated cross‑cultural communication skills, with the ability to communicate clearly, patiently, and effectively with a diverse population of students, international scholars, faculty, and campus visitors across varied communication preferences and backgrounds.
• Effective one‑on‑one advising and listening skills.
• Skill to interpret and apply policies and procedures.
• Flexibility to respond to divergent pressures and meet deadlines while working in an environment with frequent interruptions.
• Word processing and computerized record keeping skills with database and software application experience. Ability to enter information into a database or spreadsheet accurately and efficiently.
• Fast and accurate keyboarding skills with knowledge of proper formats, charts, and numerical displays with an ability to proofread own work.
• Ability to take notes and use correct grammar, punctuation, and spelling to prepare and compose concisely written notes and correspondence.
• Ability to maintain confidentiality and use discretionary practices.
• Demonstrated experience in maintaining a positive attendance and reliability record.
• Overall knowledge of and experience with general office equipment, filing systems, and multi‑line telephone systems.
• General knowledge of a university environment including academic departments, Office of the Registrar, programs and activities.

SPECIAL CONDITIONS

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

Pay Transparency Act

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

Prospective employees who are ordinarily residents in Iran or who are physically located in Iran are generally not eligible to for employment per suspension of General License G on 24 August 2026. If you have ever resided in Iran or have an Iranian passport and would like to confirm your eligibility, please contact [e-mail] for consideration of your particular circumstances.