Administrative Coordinator

The University of California, San Diego is a student-centered, research-focused, service-oriented public institution that provides opportunity for all. Recognized as one of the top 15 research universities worldwide, a culture of collaboration sparks discoveries that advance society and drive economic impact.

The Administrative Coordinator is responsible for the administration, organization and assist in management of the chair's calendar as needed and provides administrative support to the Executive Committee and MSO. Acts as communications liaison conveying information between his/her MSO supervisor and the rotating department chair. The incumbent will coordinate and execute projects, ensuring completion of tasks within the established timeline, meeting project specifications, analyzing problems and recommending solutions.

Organize department meetings, lectures, special events and occasionally schedules the chair's meetings on the electronic calendar system. Handles or triages responses to inquiries and dispersal of departmental information through interpersonal, telephone, and electronic communications. Attends committee and other meetings as needed by the Chair and MSO, and compiles, prepares and disburses meeting reports/minutes in a timely manner. Prepares departmental publicity and update departmental publications. Disseminate faculty fellowship/award information and coordinate submission of nominations. Under supervision and as assigned by the MSO, assist in faculty recruitment. May be assigned to perform a wide variety of tasks for a broad range of academic affairs with independent responsibility for faculty campus visit as part of faculty recruitment. Maintains working knowledge of Academic Personnel policies and serves as the backup person for Temporary File Coordinator. Assist the chair and MSO with special projects. Maintain confidential information. Demonstrated ability to assess problems, conduct appropriate research and follow-up, draw conclusions, and make recommendations for action. Ability to work independently as well as part of a team and exercise good judgment

* Solid administrative experience in a fast-paced office setting, including experience supporting more than one person. * Experience in arranging and coordinating logistics for meetings, events, seminars and/or research conferences. * Experience handling executive calendars, including experience making travel arrangements. * Experience organizing information using spreadsheets and/or databases, and creating reports. * Experience in writing on a broad range of topics for a variety of purposes; skill in editing and rewriting. * Proven experience with computerized systems, database management, spreadsheet and word processing program, to manipulate data and create reports. * Ability to perform research, analyze information and present complex issues and ideas in an effective and efficient form. * Excellent oral communications skills to interact with a diverse group of people. * Excellent interpersonal skills including sensitivity to issues with potential impact on the Chair’s office. Ability to maintain confidentiality.