Event and Administrative Coordinator - 141748

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

Job summary

UC San Diego's GEPA seeks an Event and Administrative Coordinator to lead logistical planning for large-scale events such as Commencement, Triton Weeks of Welcome, and Grad SLAM. You will manage schedules, travel reimbursements, honoraria, and vendor coordination, providing essential support to the Assistant Dean and cross-functional teams.

This role requires meticulous organization, strong communication, budgeting and accounting skills, and the ability to manage multiple tasks while maintaining

Qualifications

• Experience coordinating events and functions with team members.
• Experience with financial transactions, budgeting, reconciliation, and travel documents.
• Demonstrated effective oral communication skills for diverse audiences.
• Excellent organizational and prioritization skills with attention to detail.
• Ability to multitask and reconcile large volumes of forms.
• Ability to interpret policies and procedures.
• Discretion and ability to maintain confidentiality.
• Demonstrated reliability and positive attendance record.
• Knowledge of university environment and related offices is a plus.

Responsibilities

• Lead logistical planning and execution of large-scale GEPA events.
• Coordinate meetings, staff recognition events, and division-sponsored functions.
• Process honoraria, purchase orders, and travel reimbursements.
• Support the Assistant Dean, Academic Affairs with scheduling and policies.
• Communicate policies and resources to students, postdocs, staff, and faculty.
• Coordinate deliveries, work with vendors, and resolve logistical issues.
• Provide cross-functional administrative support across various projects.

Skills

Event coordination

Budgeting

Communication

Multitasking

Problem solving

Accounting

Teamwork

Interpersonal skills

Cross-cultural communication

Confidentiality

Attendance reliability

Office equipment

Job description

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

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).