DESCRIPTION

The Operations Coordinator serves as the administrative backbone for CMBC. Under the supervision of the CMBC Director, and work direction of the CMBC Manager, the Coordinator will track and execute administrative functions including but not limited to: tracking and processing expenses using a variety of UC San Diego service and business systems; planning and hosting events; maintaining CMBC shared systems, electronic files (especially email listservs), event and office supplies and equipment; and coordinating use of CMBC-managed and owned resources (conference rooms reservations, golf cart, event supplies and equipment, etc.).

Understanding the significance associated with the scientific research and teaching missions of CMBC faculty is essential in order to coordinate activities. The Operations Coordinator requires the ability to interact effectively with a variety of people, including faculty, students, and staff, across multiple University operational units. Responsible for aspects of CMBC event planning and implementation, including coordination of event speaker and guest traveler logistics, and participant tracking, and supporting dissemination of event programming. Coordinate and facilitate CMBC student representatives and CMBC student community, serving as administrative liaison for CMBC students through the coordination of student mixers, facilitation of student-focused programming, and maintenance of student representatives for CMBC committees.

The Operations Coordinator is an administrative professional with understanding of the roles and responsibilities of department support staff, including finance and accounting, contracts and grants administration, student and academic affairs, external relations, events planning and development. The position requires a high level of initiative and experience dealing with University systems in order to keep Center operations and programs running smoothly.

Uses skills as an administrative operations professional to administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. May work-direct staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

QUALIFICATIONS

• Experience in operational and/or program administration.

• Experience planning, coordinating and overseeing a variety of events and meetings for large and small groups.

• Experience using word processing and spreadsheets, including MS Word and Excel or Google Suite.

• Strong organizational skills and ability to multi-task with demanding timeframes. Working organizational skills, including skill in effectively coordinating, calendar management, and organizing multiple details for a portfolio of projects.

• Excellent communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

• Experience providing effective customer service.

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

• Team player, creative, efficient, with the ability to prioritize, and coachable.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Demonstrated ability to 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. Ability to interact effectively with a variety of people, such as faculty, researchers, administrative managers, and personnel, students, and multiple University operational units.

SPECIAL CONDITIONS

• Must have access to reliable transportation.

• Occasional evenings and weekends may be required.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• May be subject to DMV check for driving record and valid driver's license.