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#96094 Administrative Coordinator

Filing Deadline: Wed 10/24/2018

UCSD Layoff from Career Appointment: Apply by 10/16/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.


Under general supervision, the Administrative Coordinator for Capital Program Management (CPM); a large, complex department engaged in the management of UC San Diego’s Capital Improvement Program, assists with the management of the administrative and operational affairs of the AVC's office, providing executive, analytical, organizational and liaison support to a multi¬faceted professional organization.

Provide executive level support to the Executive Team including the Director Healthcare Project Management, Director Campus Project Management and Director of Construction Services and on occasion the AVC and the Department Business Officer on a wide range of assignments involving the highest level of administrative and analytic work associated with complex problems of a confidential and sensitive nature.

Independently research, analyze and present data from a number of sources, using a variety of tools to develop complex reports for Senior Leaderships use in making decisions in relation to the department’s financial position, status of projects and department policies and procedures.

In collaboration with Business Development Manager and under the direction of the Department Business Officer, participate in the design, development, implementation, integration, documentation and maintenance of automated programs for the effective management of CPM’s administrative and project management systems.

Coordinate the implementation of the Executive Team's decisions regarding the department’s responsibility to serve as the Office of Record for design and construction documents for UC San Diego. Ensure ongoing maintenance of electronic and physical files in accordance with department, University and UCOP policies. Organize, manage and conduct special events as assigned.

In collaboration with RMP¬HR and under the direction of the Department Business Officer, serve as a resource for department managers, supervisors and staff on a variety of human resource matters.

Serve as liaison to the Office of the President, the Chancellor’s Office, the Office of General Counsel, Resource Management and Planning, and the Budget Office.

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.


  • Ability to use sound judgment in responding to issues and concerns. Demonstrated ability in arranging and reconciling travel for Senior Level Executives. Excellent analytical and critical thinking skills to independently identify review and analyze complex problems and develop effective solutions.

  • Strong skill and ability to take initiative, make decisions and follow through on projects/tasks in an environment with constantly changing work patterns and business methods. Ability to perform detailed work.

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

  • Experience in an office environment ­­ ability to work as a team member; ability to work with a variety of personalities in an administrative setting, exercising good judgment, tact, mature judgment, diplomacy, flexibility to promote positive working relationships and job effectiveness; and discretion in handling a wide variety of complex and highly confidential matters.

  • Excellent interpersonal skills with strong, demonstrated ability to communicate orally and in writing. Fast/accurate keyboarding with knowledge of proper formats, grammar spelling and punctuation.

  • Ability to train staff and hold informational sessions, both in a group and 1:1 setting, on a wide array of topics, including but not limited to basic electronic equipment usage, office procedures, database usage, etc. Ability to collaborate and communicate with technical and non-­technical staff with respect to the development of technical solutions.

  • Solid organizational skills and ability to multi-task with demanding timeframes. Excellent organizational skills in order to prioritize multiple tasks, develop, analyze and/or revise procedures, meet deadlines to ensure timely completion of actions, and work in an environment of heavy pressures and changing priorities.

  • Demonstrated ability to take direction from more than one person and coordinate many simultaneous projects and tasks.

  • Working knowledge of common organization-specific and other computer application programs. Advanced proficiency in word processing, spreadsheet and power point creation.

  • Excellent knowledge of MS Suite of applications (Word, Excel, Outlook, PowerPoint) and Adobe. Demonstrated ability to extract accurate and useful information from computerized databases and other sources, conduct analyses and prepare proposals and reports.

  • Ability to use discretion and maintain confidentiality. Demonstrated knowledge of human resource and payroll administration.

  • Advanced proficiency in calendar management (preferably Microsoft Outlook), demonstrated ability to manage complex calendars for multiple senior level executives, coordinate large meetings and events.

  • Exceptionally strong experience around accepted accounting principles; strong demonstrated fiscal accounting skills; demonstrated ability to analyze fiscal data and make appropriate recommendations.

  • Demonstrated knowledge and understanding of document management and records retention policies.

  • Demonstrated experiencing in automating and/or streamlining business processes and/or experience in working with structured workflow in a business environment.

  • Strong knowledge of administrative, fiscal, contract and project management procedures for capital design and construction projects with the demonstrated technical ability to apply this knowledge to develop new and enhanced business processes.

  • Bachelor’s degree and two years of related professional experience; or an equivalent combination of education or experience.

  • Knowledge of funding procedures and requirements and the impact of these procedures to project administration.

  • Experience using a capital project or construction management software (i.e. e­Builder).

  • Knowledge of UCSD policies and procedures, including the willingness to understand and enforce these policies when required.


  • DOJ/FBI background clearance required prior to hire

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: http://www-hr.ucsd.edu/saa/nondiscr.html

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

Payroll Title:
Capital Program Management
Hiring Salary Range
$43,900.00 - $55,900.00 / Year
Torrey Pines Center South
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday