PROGRAM & ADMINISTRATIVE COORDINATOR (Career & Professional Development Office/International Services Office)

Program and Coordination and Administration

• Coordinate day-to-day CPDO and ISO programs, including new scholar orientations, intake, cycle tracking, participant communication, and document maintenance.
• Track deadlines, deliverables, and follow-ups for recurring program cycles and occasional special initiatives and keep office leadership informed of status.
• Collect and compile data for assessment and annual reports.
• Help identify and implement process improvements.
• Prioritize and balance competing requests from both offices, coordinating closely with each office's leadership

Communications and Data Management

• Prepare, schedule, and distribute email announcements to targeted audiences; maintain standardized templates and monitor engagement metrics.
• Design and compile CPDO newsletters and create digital and print collateral for workshops, events, and programs, ensuring accuracy, accessibility, and consistency with CPDO, ISO, and Scripps Research branding.
• Coordinate posting and distribution of materials across campus and digital channels.
• Monitor HR-generated personnel changes and update listservs and distribution lists accordingly.
• Provide content updates and announcements to the website manager to keep CPDO and ISO webpages accurate and current.
• ISO: Perform data entry, data management, e-form processing, document retention, and reporting in Sunapsis.
• CPDO: Maintain event attendance and alumni tracking databases, perform routine updates, track engagement metrics, and support reporting needs.

Events and Logistics

• Coordinate in-person and virtual event logistics, including space reservations, AV setup, webinar administration, catering, parking, honoraria processing, materials, signage, and run-of-show support.
• Manage event communications, registration monitoring, attendee reminders, and post-event surveys and reporting.
• Serve as a primary point of contact for welcoming speakers and guests, ensuring smooth on-site logistics

Office Administration and Compliance Support

• Manage the shared CPDO and ISO inboxes, triaging inquiries, responding or assigning follow-ups, and maintaining response standards.
• Answer and manage the ISO phone line, including voicemail, call transfers, and follow-up with internal and external contacts.
• Provide general office management support, including reception, scheduling, travel arrangements, calendaring, and procurement.
• Support budget tracking and invoicing, including purchase requisitions (SciQuest) and expense processing (Concur).
• Assist with onboarding of new students and scholars, including check-ins, document review, orientation scheduling, and the I-9 process.
• Handle confidential and personally identifiable information (including immigration and student/scholar records) in accordance with FERPA, institutional privacy policies, and applicable retention requirements.
• Act as an ARO or DSO to assist with SEVIS updates, record maintenance, and issuance of travel signatures.
• Perform other duties as assigned.
• Details of established essential functions for this position will be addressed/discussed during the interview process.

• Bachelor's degree related to international relations, education, or related fields, or equivalent combination of education and experience
• 2+ years of administrative support, communications, events, or program/project coordination experience.
• ARO or DSO experience preferred.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams, PowerPoint).
• Strong written communication and proofreading skills.
• Demonstrated ability to manage multiple tasks and deadlines across competing priorities, with strong attention to detail.
• Experience with database or CRM systems.
• Demonstrated discretion and professional judgment in handling confidential information.
• Ability to communicate effectively with individuals from diverse cultural and linguistic backgrounds.
• To comply with U.S. Government requirements, must be a U.S. citizen or U.S. Permanent Resident.
• While subject to change based on business needs, this is an on-campus position requiring a minimum of 4 days per week working onsite from our La Jolla campus, with flexibility to work 1 day per week remotely from home.