External Relations and Special Events Coordinator - 141310

University of California San Diego; San Diego (CA); On-site; USD 65,000 - 75,000; Full time

Job summary

University of California San Diego seeks an External Relations and Special Events Coordinator to lead special events and complex projects for the Electrical and Computer Engineering department. You will oversee budget, logistics, marketing, and public relations for department events while coordinating recruitment activities and serving as a liaison to the Dean’s Office and industry partners.

You will prepare correspondence, manage calendars, schedule faculty visits, and assist with website

Qualifications

• Bachelor's degree or equivalent experience.
• Working knowledge of event planning and production.
• Experience with public relations and campus events.
• Strong calendar management and scheduling skills.
• Excellent interpersonal communication and political acumen.
• Ability to manage multiple details under tight deadlines.

Responsibilities

• Coordinate and oversee department events and special projects.
• Manage budget, logistics, marketing, and PR for events.
• Serve as liaison to Dean's Office, campus offices, industry partners.
• Schedule faculty and Industry Advisory Board meetings and summarize notes.
• Maintain department website content and communications.

Skills

Event planning

Public relations

Budget management

Calendar management

Interpersonal communication

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Job description

Payroll Title: EVENTS SPEC 2 CX

Department: ELECT & COMPUTER ENG

Hiring Pay Scale: $65,000 - $75,000 / Year

Worksite: Campus

Appointment Type: Career

Appointment Percent: 100%

Union: CX Contract

Total Openings: 1

Work Schedule: Variable, 8 hrs/day, Monday-Friday, some evenings/weekends

#141310 External Relations and Special Events Coordinator

Filing Deadline: Thu 10/1/2026

UC San Diego values and welcomes people from all backgrounds. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 9/22/26 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.

Job posting will remain open until a suitable candidate has been identified.

DESCRIPTION

Serve as special events coordinator for the department. Assist with the development and administration of special complex projects and coordination of special events. Oversee all budgetary, logistical, marketing and public relations aspects for departmental events. Coordinate faculty recruitment activities for the Department of Electrical and Computer Engineering (ECE).

Serve as department liaison to JSOE Dean’s Office, Central Campus Offices, industry partners, and recruitment. Serve as the Executive Assistant to the Chair of the Department of ECE. Prepare correspondence on behalf of Chair and Chief Administrative Officer (CAO) and disseminate to appropriate parties. Manage the Chair’s calendar and determine scheduling priorities.

Schedule Faculty and Industry Advisory Board meetings; compose, distribute and maintain meeting notes. Coordinates the faculty visits as part of the faculty recruitment process. Schedule appointments and group meetings as needed.

In collaboration with other department staff, manage content on departmental website including on-going maintenance and periodic updates of the site.

Cover letter required for a complete application.

QUALIFICATIONS

• Bachelors' degree in related area and / or equivalent experience / training.

• Working knowledge of concepts, principles and practices of event planning and production and public relations.

• Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.

• Working organizational skills, including skill in effectively coordinating and organizing multiple details. Excellent organizational abilities appropriate to effective calendar management and student and / or volunteer scheduling.

• Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics.

• Good judgment and effective decision-making and problem resolution skills, including skill to recognize and deal effectively and appropriately with real and potential problem areas, including skill to determine the issues / problems that need to be brought to the attention of higher-level staff and / or management.

• Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists.

• Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.

• Experience in planning and organizing meetings, special events including agenda preparation, distribution of materials, arrange for meeting location and hotel reservations; follow-up on reservations. Experience in event budget creation and monitoring.

• Ability to balance multiple, often conflicting priorities with deadline constraints and numerous interruptions. Demonstrated skill to organize time, adjust priorities, and meet established deadlines while working with changing priorities and frequent interruptions.

• Demonstrated skill to use computers and various software packages to include spreadsheet, database, word processing, e-mail and desktop publishing applications to complete tasks. Ability to use software to develop complex information sources and to produce a wide variety of reports. Ability to interpret and compile data and academic material and provide detailed statistical reports or adapt it for presentation in brochures, fliers and general catalog. Ability to locate and utilize research/resource material.

• Excellent attention to detail and organization.

• Ability to maintain strict confidentiality while working with confidential records in electronic and hard-copy form. Demonstrated ability in analyzing and evaluating student data and academic records.

• Ability to independently investigate issues/problems, make decisions and initiate action. Determine procedures to accomplish effective resolutions and implement programmatic activities involving diverse groups of people. Requires taking independent initiative with assignments and pro-actively resolving and prioritizing issues/inquiries while working in a multiple demanding environment.

• Ability to speak effectively and with poise before large and/or small groups of people.

• Excellent composition and writing skills and thorough knowledge of English grammar spelling and punctuation in order to formulate and present written material in a logical and comprehensive manner.

• Skill and knowledge to interpret policies, make decisions independently, work with minimal directions and negotiate conflicts.

• Ability to work independently and with initiative, using sound judgment and independent decision-making skills.

• Ability to clearly explain and offer guidance on university and departmental regulations, procedures and policies to current and prospective faculty and students.

• Demonstrated experience in a high-volume, team-oriented customer service environment. Able to deal with stressful and unpleasant situations without losing composure.

• Ability to be flexible to use initiative and creativity to develop, anticipate and administer new procedures and practices that recognize changing work patterns.

• Effective problem-solving skills: Identify, research and recommend solutions and determine procedures to accomplish effective resolutions. Ability to make consistent judgments and apply them to individual circumstances.

SPECIAL CONDITIONS

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

• Occasional evenings and weekends will be required.

• Overtime may be required.

• Requires one day on-site/on campus; may require additional days on-site as needed on event days.

• Cover letter required for a complete application.

Pay Transparency Act

Annual Full Pay Range: Unclassified - No data available (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: Unclassified - No data available

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. Please visit UC San Diego Principles of Community for more information.

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