Programs And Operations Coordinator

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

Job summary

University of California, San Diego is seeking a Programs and Operations Coordinator to provide high-level administrative and programmatic support for APIMEDA Programs and Services. The role coordinates daily operations, event logistics, and infrastructure while collaborating with Facilities, IT, and campus offices to ensure successful programs.

The incumbent manages student volunteers, interns, and affiliates, oversees travel, and develops promotional materials for outreach.

Qualifications

• Proven experience with successful event planning and organization of special events.
• Proven skills to handle logistics of a wide variety of events including meetings, socials, lectures, seminars, and workshops.
• Demonstrated skill to analyze, plan, develop, coordinate, and implement office systems for efficient operation.
• Skill to operate standard office equipment and multi-line systems.
• Excellent oral and written communication with diverse students, staff, and faculty.
• Ability to compose, draft, and edit correspondence and reports.
• Knowledge of DEI concepts and intersections of identities.
• Proven ability to work independently with multiple deadlines.
• Excellent interpersonal skills with diverse audiences.

Responsibilities

• Provide high level administrative and programmatic support to APIMEDA Programs and Services.
• Coordinate day-to-day operations, infrastructure, office management, and event logistics.
• Serve as liaison with Facilities Management, IT, Oracle, and other campus offices to meet infrastructure needs.
• Oversee student volunteer programs, affiliates, schedules, and calendars to maximize coverage.
• Manage staff travel and generate PR materials across websites and social media.
• Handle confidential projects as assigned, including small-scale student programs.

Skills

Event planning

Logistics management

Office systems

Communication

Diversity knowledge

Crisis referral

Customer service

Interpersonal skills

Travel coordination

Teamwork

Job description

Programs And Operations Coordinator - 142052 University of California, San Diego La Jolla, CA

Type: Full-Time

Salary: $64,498 - $92,436

Category: Diversity, Equity, and Inclusion Services

DESCRIPTION

Incumbent provides high level administrative and programmatic support to VC OT's Asian Pacific Islander Middle Eastern Desi American Programs and Services. Responsible for day-to-day coordination of operations, infrastructure, office management, and student program/event coordination and logistics for the APIMEDA Programs and Services.

Under the direction of the Associate Director for APIMEDA Programs and Services, incumbent, analyzes, interprets, and implements office practices and procedures for the operations of APIMEDA Programs and Services, including front desk operations, facility usage, implementation of and adherence to financial protocols & procedures, and requests for information and referral. The incumbent acts as the primary fiscal transaction preparer (Oracle and Concur) for APIMEDA Programs and Services.

Incumbent serves as liaison with Facilities Management, IT, Oracle, ACT, CMS, EVC Business Office and VC OT Office to ensure the infrastructure needs of APIMEDA Programs and Services are met. Incumbent also oversees and coordinates student volunteer program, APIMEDA Programs and Services Affiliates program, intern/student assistant schedules, and APIMEDA Programs and Services calendar to ensure maximum coverage and support of APIMEDA Programs and Services events and programs.

Incumbent manages staff travel, generates PR and promotional materials (website, social media, correspondence), and as needed is assigned projects of a highly confidential and sensitive nature, including but not limited to small scale student programs.

Cover letter required for a complete application.

QUALIFICATIONS

• Proven experience with successful event planning and organization of special events, including familiarity with general accepted practices of the industry.
• Proven skills to handle logistics of a wide variety of special events including meetings, staff appreciation socials, lectures, seminars, and workshops.
• Demonstrated skill and ability to analyze, plan, develop, coordinate, and implement office systems to ensure efficient operation.
• Skill to operate standard office equipment such as fax, copy machine, telephone systems.
• Excellent oral and written communication skills with emphasis on working with students, staff, and faculty from diverse racial, cultural, ethnic, and socioeconomic backgrounds.
• Proven ability to compose, draft, and edit correspondence, reports, notices, and announcements.
• General knowledge of diversity, equity, and inclusion including an understanding of the historical and social context of diversity, equity, and inclusion, and of the intersections of identities including but not limited to race, ethnicity, gender, sexual orientation, religion, and SES.
• Demonstrated experience working independently and prioritizing a complex set of projects with multiple deadlines in order to meet highly critical objectives.
• Excellent interpersonal skills with the ability to interact in a positive manner with diverse clientele, including prominent social and business figures, international visitors and dignitaries, elected officials, campus and systemwide administrators, faculty, staff, and students using a high degree of tact, diplomacy, flexibility, and discretion.
• Demonstrated ability to work independently, and as a part of a collaborative team, to organize, establish job priorities to meet deadlines, and constantly changing priorities.
• Knowledge of University purchasing, entertainment, travel and reimbursement principles and policies.
• Excellent customer service skills.
• Ability to communicate in a helpful, pleasant, and informative manner to a wide variety of people, both in person and on the phone.
• Ability to handle customer service needs.
• Ability to properly assess student crisis and provide appropriate referrals and support.

SPECIAL CONDITIONS

Occasional overtime may be required. Must be willing to work weekends and evenings as needed.

Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) form will be required.

Background check required.

Cover letter required for a complete application.

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 PolicyUC Anti-Discrimination PolicyAbusive Conduct in the WorkplaceProspective 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.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html