Education Programs Coordinator - 127821

UCSD Layoff from Career Appointment: Apply by 1/31/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 2/12/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

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

Under supervision of the Director of Education and Instruction, the Education Programs Coordinator will support the administrative activities of the Education Programs team in the School of Biological Sciences.

Duties include assistance in conference and seminar organization; coordination of travel, stipend payments, reimbursements, purchase orders and payment authorizations; oversight of arrangements for students and other visitors and preparation of correspondence; collaborate with assigned Fund Manager to track grant expenditures and paperwork; schedule and provide necessary administrative support (e.g., create promotional materials, reserve rooms with appropriate technology) for meetings (both physical and virtual; national and international); and interact with the School of Biological Sciences Business Office as part of the team to provide support for the Education Programs and projects.

Incumbent will provide fiscal support by processing forms and documents for monthly and/or fiscal year end reports. Utilize word processing and database management systems for correspondence, proposals/solicitations and reports. Execute duties with tact, diplomacy, discretion, and a high degree of independent judgment. Perform other duties as assigned.

• Demonstrated experience and proven ability to function at a high administrative level in providing executive level support while representing the organization's best interests at all times.

• Demonstrated experience and proven ability to provide a high level of support with minimal supervision under the challenge and stress of frequent interruptions and frequently changing priorities and deadlines. Ability to handle multiple tasks simultaneously requiring detail and accuracy.

• Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person, demonstrating tact and diplomacy at all levels within and outside the University to promote positive relationships.

• Superior grammar/language skills, both verbal and written. Demonstrated knowledge of correct grammar, punctuation and spelling, with ability to compose correspondence, edit technical papers for formatting and grammar, and proofread all work.

• Demonstrated skill in the use of PC and MAC systems to complete tasks, including word processing, spreadsheet, equations, graphics, publication, and web development software. Ability to use the world wide web online search tools for information retrieval. Must have the willingness and ability to increase and update computer hardware/software skills as needed.

• Ability to coordinate administrative activities by determining the time, place, and sequence of actions to be taken and using tact and diplomacy to reach desired objectives. Ability to demonstrate a quality service orientation as a work philosophy.

• Ability to resolve conflicts while maintaining a professional relationship.

• Demonstrated ability to independently schedule, arrange and coordinate seminars, meetings and special events with national and international participants and to create/maintain effective marketing material such as posters, flyers and newsletters.

• Ability to make foreign and domestic travel arrangements with the skill to research the most economic rates and prepare all travel-related forms for submission and reimbursement.

• Basic mathematical skills. Knowledge of bookkeeping and basic accounting, budget, and expense monitoring. Ability to read financial information and spreadsheets.

• Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.

• Proven ability to work independently to find appropriate solutions to complex problems, operational and administrative, and use of initiative in implementing solutions or making recommendations. Strong ability to anticipate problems and take necessary actions to mitigate potential negative effects.

• Strong demonstrated ability to communicate effectively one-on-one or in group settings, considering differences in social, cultural, professional, and educational backgrounds.

• Job offer is contingent on clear Background Check.

• Occasional overtime as needed.

• Occasional evenings and weekends may be required.

• Must have access to reliable transportation.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

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).

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