Job Description

Payroll Title:
Hiring Salary Range
$55,900 - $67,900 /year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon - Fri

#117877 External Relations and Special Events Coordinator

Filing Deadline: Tue 8/9/2022

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 07/29/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 08/09/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

A complete application will include a cover letter.


Serve as special events coordinator for the department. Assist with the development and administration of special complex projects and coordination of special events. Oversee all budgetary, logistical, marketing and public relations aspects for departmental events. Coordinate faculty recruitment activities for the Department of ECE. Serve as department liaison to JSOE Dean’s Office, Central Campus Offices, industry partners, and recruitment. Manage department alumni relations programs.

Serve as the Executive Assistant to the Chair of the Department of ECE. Prepare correspondence on behalf of Chair and MSO and disseminate to appropriate parties. Manage the Chair’s calendar and determine scheduling priorities. Schedule Faculty and Industry Advisory Board meetings; compose, distribute and maintain meeting notes. Schedule appointments and group meetings as needed. In collaboration with other department staff, manage content on departmental website including on-going maintenance and periodic updates of the site.

This position may be eligible for a Hybrid flexible work arrangement, which could include a non-standard work schedule, and/or the ability to work off-site part of the time.


  • Working knowledge of concepts, principles and practices of event planning and production and public relations.

  • Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.

  • Effective interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics.

  • 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 in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists.

  • Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.

  • Experience in planning and organizing meetings, special events including agenda preparation, distribution of materials, arrange for meeting location and hotel reservations; follow-up on reservations. Experience in event budget creation and monitoring.

  • Proficient skill to use computers and various software packages to include spreadsheet, database, word processing, e-mail and desktop publishing applications to complete tasks. Ability to use software to develop complex information sources and to produce a wide variety of reports. Ability to interpret and compile data and academic material and provide detailed statistical reports or adapt it for presentation in brochures, fliers and general catalog. Ability to locate and utilize research/resource material.

  • Ability to maintain strict confidentiality while working with confidential records in electronic and hard-copy form. Demonstrated ability in analyzing and evaluating student data and academic records.

  • Ability to independently investigate issues/problems, make decisions and initiate action. Determine procedures to accomplish effective resolutions and implement programmatic activities involving diverse groups of people. Requires taking independent initiative with assignments and pro-actively resolving and prioritizing issues/inquiries while working in a multiple demanding environment.

  • Ability to speak effectively and with poise before large and/or small groups of people.

  • Excellent composition and writing skills and thorough knowledge of English grammar spelling and punctuation in order to formulate and present written material in a logical and comprehensive manner.

  • Ability to clearly explain and offer guidance on university and departmental regulations, procedures and policies to current and prospective faculty and students.

  • Ability to be flexible to use initiative and creativity to develop, anticipate and administer new procedures and practices that recognize changing work patterns.

  • Effective problem-solving skills: Identify, research and recommend solutions and determine procedures to accomplish effective resolutions. Ability to make consistent judgments and apply them to individual circumstances.


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

  • Occasional evenings and weekends will be required.

  • Overtime may be required.

  • A complete application will include a cover letter.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Application Instructions

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