IGCC Administrative Coordinator - 140431

About the role

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. It conducts rigorous social science research on international security, the environment, geoeconomics, nuclear security, and the future of democracy. The Institute is based at the School of Global Policy and Strategy at UC San Diego.

Responsibilities

• Administers and coordinates a defined portfolio of administrative, operational, and program support activities for the IGCC office at UC San Diego.
• Supports the effective management of Institute operations by applying professional administrative concepts, University policies, and departmental procedures to a variety of ongoing operational needs across finance, communications, scheduling, travel and logistics, records management, materials preparation, reimbursement and payment processing, and general administrative services.
• Serves as a key administrative and operational resource for the Institute, supporting the coordination, analysis, and resolution of administrative matters of moderate scope and complexity.
• Supports budget monitoring and resource tracking; assists with preparing reports, analyses, and administrative materials; and helps evaluate and improve processes that support IGCC’s research, training, and policy engagement activities.
• Interacts regularly with faculty, researchers, students, program participants, University staff, vendors, and external partners. Requires professionalism, discretion, diplomacy, sound judgment, analytical ability, and effective written and verbal communication.

Qualifications

• Experience coordinating logistics, operations, and administrative requirements for high-profile events, workshops, visits, and complex meetings involving diverse internal and external stakeholders.
• Demonstrated planning and coordinating logistics for professional events, including monitoring and tracking budget, travel reimbursement, and payment processing, materials preparation, overseeing event registration, and general administrative support.
• Demonstrated experience providing customer service, providing support to staff and instructors/teachers.
• Excellent writing and editing skills with experience producing a variety of professional communications, including program reports, briefing materials, web content, and stakeholder correspondence.
• Ability to use sound judgment in responding to issues and concerns. Demonstrated ability to exercise diplomacy, discretion, sound judgment, and professionalism in coordinating communications, meetings, visits, events, and related administrative or logistical activities.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Experience engaging with high-level officials and senior external stakeholders, including senior government and foreign officials.
• Solid organizational skills and ability to multitask with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong decision-making skills and ability to use independent judgment to quickly set priorities and to solve problems. Ability to analyze situations, identify existing or potential problems, recommend solutions, determine and implement procedures to accomplish effective resolution, and evaluate results or progress. Demonstrated ability to respond effectively to unexpected events and crises.
• Excellent written, verbal, and interpersonal communication skills, with a demonstrated ability to write, edit, and tailor communication styles for diverse audiences (e.g., faculty, policymakers, external partners). Proven organizational skills with the ability to work effectively both independently and collaboratively within a team environment.
• Solid organizational skills and ability to multitask with demanding time frames.

Special Conditions

• Job offer is contingent upon satisfactory clearance based on Background Check results.
• Position requires travel, including to some domestic locations where public transportation is limited. Must be able to obtain and maintain a valid passport and/or REAL ID for domestic and international travel as needed.

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