External Relations and Special Events Coordinator - 141310

UC San Diego; San Diego (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

UC San Diego is seeking a dedicated Special Events Coordinator within the Department of Electrical and Computer Engineering (ECE). The role involves developing and administering complex projects, coordinating high-profile events, and managing all related budgets, publicity and communications.

You will act as a liaison to the Dean's Office and industry partners, support the Chair and CAO, and oversee scheduling, meetings, and recruitment activities.

Qualifications

• Bachelor's degree or equivalent experience.
• Experience in event planning and production.
• Familiarity with campus programs and university operations.
• Strong organizational and calendar management abilities.
• Excellent communication and interpersonal skills.
• Good judgment and problem-resolution skills.
• Ability to work with diverse groups and under pressure.
• Experience coordinating meetings, budgets and procurement.

Responsibilities

• Coordinate development and administration of special complex projects and events.
• Oversee budgetary, logistical, marketing and PR aspects of departmental events.
• Coordinate faculty recruitment activities for ECE.
• Serve as liaison to Dean's Office, Central Campus Offices, industry partners, and recruitment.
• Prepare correspondence on behalf of Chair and CAO; manage Chair's calendar.
• Schedule Faculty and Industry Advisory Board meetings; maintain notes.

Skills

Event planning

Budget management

Public relations

Calendar management

Stakeholder coordination

Education

Bachelor's degree

Tools

MS Office

Web content management

Job description

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.

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.

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).