Dean's Office Administrative Coordinator - 136886

UCSD Layoff from Career Appointment : Apply by 10 / 02 / 2025 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 10 / 14 / 2025. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The Herbert Wertheim School of Public Health and Human Longevity Science is dedicated to creating and promoting public health innovations to advance equity, justice, and wellbeing for all. The School focuses on health, diversity, inclusion, and social equity in everything we do. We believe this starts in the workplace, where we actively strive to ensure a sense of belonging for everyone and honor the idea that through our differences, we are better together. In working to fulfill that vision, we are comprised of more than 125 primary appointed faculty and academics, 200 staff members, and 25 secondary appointed faculty and provide mentorship and instruction to 850+ BSPH undergraduate major students and 225+ postgraduate students across six degree programs as well as a clinical residency. We conduct research and instruction in public health disciplines such as Biostatistics and Bioinformatics, Climate & Environmental Health, Community Health Services & Preventive Medicine, Epidemiology, Global Health, Health Behavior, Health Equity & Justice, Health Policy, Public Mental Health & Substance Use, and Technology & Precision Health, totaling ~$255M in grants and contracts and housing five research service cores. We engage in research and teaching collaborations across the University and the community at-large. Partnerships with the community and with health agencies are fundamental to the School.

Provides high-level administrative support to the Dean, Associate Dean, and Assistant Deans of the School, serving as a key liaison within the Dean's Office. Utilizes strong organizational and communication skills to manage and disseminate information across the School through interpersonal, telephone, and digital communication. Independently drafts responses to incoming communications, handles highly confidential documents, and maintains secure files. Coordinates and executes complex, high-profile events for the School and the combined Health Sciences Schools, overseeing logistics such as venue selection, AV support, catering, and promotional materials. Manages meeting logistics including scheduling, room reservations, agenda preparation, and minute-taking. Oversees the School calendar and ensures timely updates. Processes travel arrangements, entertainment expenses, and reimbursement requests, and manages procurement of office supplies and promotional items. Supports strategic initiatives by integrating professional concepts into daily operations, resolving complex operational challenges, and contributing to the implementation of organizational goals. Performs additional tasks and special projects as assigned.

MINIMUM QUALIFICATIONS

Seven (7) years of related experience, education / training, OR a Bachelor's degree in related area plus three (3) years of related experience / training providing administrative support.

Ability to use sound judgment in responding to issues and concerns.

Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Ability to communicate effectively with external vendors, scholars, academics, and professional colleagues of the Deanverbally and in writing.

Solid organizational skills and ability to multi-task with demanding timeframes. Effectively track and execute program management timelines for complex and high profile events.

Working knowledge of common organization-specific and other computer application programs.

Ability to use discretion and maintain confidentiality.

Experience in booking all aspects of domestic and international travel, individual and groups.

Experience in complex executive calendaring.

PREFERRED QUALIFICATIONS

• Knowledge and experience with UC San Diego systems (Concur, Oracle.

SPECIAL CONDITIONS

Employment is subject to a criminal background check.

Must be able to work various hours and location based on business needs.

Pay Transparency Act

Annual Full Pay Range : $68,382 - $105,695 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent : $32.75 - $50.62

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).