Administrative and Events Coordinator - 128315

UCSD Layoff from Career Appointment: Apply by 3/8/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 3/20/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Physics is a prominent, highly-ranked, and research-intensive department at UC San Diego, with 400+ employees, annual expenditures of roughly $58M, annual course enrollments greater than 18K, and over 140K square feet of space in 8 campus buildings. Research and instructional activity occurs over an unusually broad range of disciplinary areas, including: astrophysics & astronomy, atomic/molecular physics, biophysics, condensed matter physics, controlled fusion & plasma physics, elementary particle physics, nanoscience, and nonlinear dynamics.

Research activity occurs both on-campus and in multiple off-campus locations, including: U.S. National Laboratories such as Argonne, Lawrence Livermore, and LANL (Los Alamos National Lab); observatories throughout the world; Antarctica; and the Large Hadron Collider at CERN (the European Organization for Nuclear Research) in Switzerland. Research collaborations frequently involve other U.S. and international universities, National Labs, research institutes such as The Scripps Research Institute and the Salk Institute; and/or companies such as SAIC and General Atomics. Sponsored research activities are funded by 40-50 different funding agencies, including NSF, NIH, DOE, DOD, and AFOSR, and include complex multi-disciplinary, multi-institutional, and multi-PI awards.

Instruction occurs at multiple levels. With approximately 200 students, the doctoral program has a flexible and broad-based curriculum which leads to a Ph.D. in Physics or Physics with optional specializations in Biophysics, Computational Science or Quantitative Biology. With nearly 400 Physics majors, the undergraduate major program is one of the most productive in the nation. Students may obtain B.S. degrees with optional specializations in Astrophysics, Biophysics, Computational Physics, Earth Sciences, or Materials Physics, or B.A. degrees with an optional specialization in Secondary Education. A special 5- year contiguous program leading to a B.S./M.S. in Materials Physics is also available. Lower division courses allow students to satisfy their general education requirements and serve as foundational courses for students majoring in the sciences and engineering.

As a member of the Administrative support services team, this multifaceted position operates under the direction of the Department Business Manager, assuming responsibility for several vital areas within the department. These areas include:

Faculty Support Services, where the incumbent plays a crucial role in providing comprehensive administrative support to both ladder rank faculty and various adjunct faculty, researchers, and lecturers. The scope of support encompasses a wide range of tasks, from coordinating visitors and meetings to managing travel arrangements and expense reimbursements. The incumbent also handles purchasing and invoicing, diligently manages university issued cards, and oversees shipping and mailing requirements. Additionally, the role involves skillfully editing biography-bibliographies (biobibs) and ensuring all faculty and research labs receive efficient and effective support.

Chair's Assistant, where the incumbent is expected to provide high level administrative support, actively engaging in complex, sensitive, and confidential matters pertaining to the Chair's administrative responsibilities. Adept coordination of scheduling, meetings, events, and travel arrangements and reimbursements is paramount in this role, ensuring seamless operations for the department. The incumbent may also be entrusted with transcription, editing, and proofreading of critical correspondence, agendas, weekly newsletters, and reports. Furthermore, they may undertake detailed research, compiling data to prepare a variety of essential reports to aid in informed decision-making processes.

Events Coordination, which constitutes yet another pivotal aspect of this dynamic role. Serving as the on-site coordinator for departmental events, the incumbent orchestrates diverse gatherings, including weekly seminars, colloquia, faculty and graduate student recruitment events, and various departmental celebrations. This role involves meticulous planning and execution, from managing facilities requests to handling financial transactions such as reimbursements and purchasing. The incumbent ensures all events are executed seamlessly, creating a positive and impactful experience for attendees.

Website Management, which is another vital area of responsibility. In this capacity, the incumbent maintains portions of the Department's website, diligently updating and curating content to ensure its accuracy, relevance, and engagement. Collaborating with stakeholders, they ensure that the website serves as a reliable and up-to-date source of information for students, faculty, staff, and external parties.

Project and Task Coordination, where the incumbent takes charge of the Department’s administrative support student workers. This includes overseeing their schedules and projects, as well as guiding them in their front-desk triage responsibilities. The administrative support student workers play a vital role in efficiently managing client and visitor interactions through phone and reception, and the incumbent ensures their tasks are carried out with professionalism and precision.

Additional duties may be assigned.

• Occasional overtime may be required. May be required to work evenings and weekends.

• Demonstrated experience planning and making logistical arrangements for events and meetings, orientations, and group sessions. Experience independently researching, compiling, organizing, interpreting, and selecting data/materials from various sources.

• Proven experience in managing social media platforms (Facebook, Twitter, Instagram, LinkedIn, etc.) for businesses or organizations.

• Strong understanding of social media analytics and ability to interpret data to inform strategies.

• Proficiency in website management, preferably in a corporate or organizational setting.

• Demonstrated experience with content management systems (e.g., WordPress, Drupal, Joomla).

• Experience and skill to work independently or as part of a group.

• Strong organization, negotiation, and decision-making skills.

• Ability to maintain highest level of confidentiality.

• Experience and skill to interpret and apply complex rules and regulations.

• Demonstrated experience and skill to work under the pressured conditions of a centralized, production-oriented atmosphere, to prioritize/ organize workload and complete critical tasks in a timely manner.

• Excellent interpersonal skills; effectively interact with senior faculty, research staff, co-workers as well as senior representatives of non-university agencies using skills in diplomacy and tact.

• Ability to independently exercise judgment and make problem solving decisions in unique as well as every day situations.

• Patience and verbal skills to communicate abstract concepts.

• Strong written communication skills. Ability to adapt writing style as needed. Ability to write concisely and persuasively and to summarize information.

• Excellent editorial correction skills of technical manuscripts and proposals.

• Excellent computer skills (i.e., Word, Excel, Acrobat, EndNote).

• Skill to communicate well with non-native speakers of English from various cultural backgrounds.

• Skill to maintain and retrieve accurate records.

• Job offer is contingent upon a satisfactory background check results.

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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