Conference & Administrative Coordinator - 125282
#125282 Conference & Administrative CoordinatorExtended Deadline: Thu 11/30/2023
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- This position is open until filled. First Review Date 09/28/23.
The University of California’s only school of international affairs, the School of Global Policy & Strategy (GPS) provides a unique resource for training leaders, creating ideas, and building networks for the governance of globalization and its local impacts. GPS is internationally renowned for its innovative programs, superb faculty and outstanding students and now stands among the world's top graduate schools of international relations and is the established leader in its focus on Asia and the Americas. GPS instructs a diverse student body consisting of 60% domestic and 40% international students in MPP, MCEPA, MIA, BA-MIA, MAS, joint PhD with Department of Political Science and executive education programs. GPS also administers the International Studies Program, a fast-growing interdisciplinary program with over 1700 declared undergraduate majors, that offers a rigorous curriculum for undergraduate students interested in international affairs.
Offering nine B.A. degree options, three combined BA/MIA programs, and a minor program, the International Studies Program explores the interaction between the international and national, global and local, contemporary and historical ideas shaping globalization. GPS is also the parent organization to major research centers: Center for Commerce and Diplomacy (CCD), Center on Global Transformation (CGT), Center for U.S.-Mexican Studies, 21st Century China Center, Fudan-UC Center on China, Institute on Global Conflict and Cooperation (IGCC), Policy Design and Evaluation Lab (PDEL), Laboratory on International Law and Regulation (ILAR), and Japan Forum for Innovation and Technology (JFIT).
The UC Institute on Global Conflict and Cooperation (IGCC) is a network of researchers from across the University of California and the Los Alamos and Lawrence Livermore national labs who produce and use research to help build a more peaceful, prosperous world. We conduct rigorous social science research on international security, the environment, geoeconomics, nuclear security, and the future of democracy; help to educate and train the next generation of peacemakers; and strive to ensure that what we are discovering contributes to a safer world. The Institute is based at the School of Global Policy and Strategy at UC San Diego, where several members of the leadership team and a number of researchers are on the faculty.
The Conference & Administrative Coordinator will design, plan, and manage a broad range of events and meetings for IGCC. Serve as the logistical coordinator for domestic and international conferences, workshops, seminars, lectures and special events. Develop event/seminar/workshop budgets and tracks expenses to stay within budget parameters for each event. Design and disseminate marketing event information via flyers, mailings, brochures and e-communications. Provides general administrative support to Institute including internal meeting coordination and other projects as assigned. This role functions as an ambassador for IGCC. Tact, rapport, and polish are a must.
- Must be able to work a flexible schedule to meet event needs. Some mornings, evenings and weekends may also be required.
Extensive experience in successfully planning, designing and organizing professional events, including negotiating for venues and services. Ability to, with short notice, resolve problems related to a conference venue, service, or other associated matter.
Working knowledge of concepts, principles and practices of event planning and production and public relations.
Demonstrated experience in working effectively in an international and multicultural setting. Ability to interact professionally with national and international guests and university figures.
Working organizational skills, including skill in effectively coordinating and organizing multiple details. Excellent organizational abilities appropriate to effective calendar management and student and / or volunteer scheduling.
Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics. Outstanding written and verbal communications skills. Experience writing text for event audiences. Experience writing persuasively. Experience communicating appropriate messaging to target audiences, using email, web, e-blasts, etc. Experience with social networking outreach and communications.
Good judgment and effective decision-making and problem resolution skills, including skill to recognize and deal effectively and appropriately with real and potential problem areas, including skill to determine the issues / problems that need to be brought to the attention of higher level staff and / or management.
Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.
Proven analytical skills and ability to work with numbers. Skill to monitor financial activities and transactions and other fiscal responsibilities as they relate to events.
Demonstrated knowledge of the principles and practices of events management, and the principles and practices of public relations.
Thorough knowledge of event planning, marketing and organization of special events.
Superior interpersonal skills to effectively and professionally interact with diverse populations using tact and diplomacy, resourcefulness, good judgment, understanding and persuasion.
Excellent proofreading skills to understand detailed documents and forms and expert ability to spot discrepancies between original material and copy.
Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.
Graduation from college and two (2) years of related experience; or an equivalent combination of education and experience.
Job offer is contingent upon satisfactory clearance based on Background Check results.
Must have valid California Driver License and daily access to reliable transportation.
Pay Transparency Act
Annual Full Pay Range: $43,900 - $91,900 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $21.02 - $44.01
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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