Programs and Operations Coordinator - 142052

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

Job summary

UC San Diego seeks an experienced administrative and program coordinator to support APIMEDA Programs and Services. This role manages day-to-day operations, office logistics, event planning, and fiscal transactions using Oracle and Concur.

Under the Associate Director, the incumbent liaises with Facilities, IT, and campus offices to ensure infrastructure and calendar coverage for events. The position requires coordinating student volunteers and interns, travel, and producing promotional materials

Qualifications

• Proven experience with successful event planning and organization of special events.

Responsibilities

• Coordinate operations, infrastructure, office management, and event logistics for APIMEDA Programs and Services.
• Analyze and implement office procedures; oversee front desk, facility usage, and financial processes.
• Serve as liaison with Facilities Management, IT, Oracle, ACT, CMS, EVC Business Office and VC OT Office to meet infrastructure needs.
• Oversee student volunteer program, affiliates, schedules, and event calendars.
• Manage staff travel, generate PR and promotional materials.
• Handle confidential projects as assigned.

Skills

Event planning

Office systems analysis

Written & verbal communication

Diversity, equity, inclusion

Independent prioritization

Interpersonal skills

Team collaboration

Purchasing & reimbursement policies

Customer service

Crisis assessment referrals

Tools

Oracle

Concur

Job description

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.

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.

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).