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

Scripps Research•San Diego, CA

16d•Hybrid

About The Position

The Program and Administrative Coordinator provides program coordination, communications, and operational support for Scripps Research’s Career & Professional Development Office (CPDO) and International Services Office (ISO), working approximately half-time with each office. The role supports postdoctoral and graduate student populations by coordinating programs and events, managing communications and databases, and maintaining the daily operations of both offices. The successful candidate is organized and detail-oriented, able to manage competing priorities, handle confidential information with discretion, and communicate effectively with people from diverse cultural and linguistic backgrounds. This is an on-campus position based at the La Jolla campus, requiring a minimum of four days per week onsite, with flexibility to work one day per week remotely from home. The expected hiring range is $28.00 to $35.00, commensurate with experience.

Requirements

Bachelor’s degree related to international relations, education, or a related field, or an equivalent combination of education and experience.
At least 2 years of administrative support, communications, events, or program/project coordination experience.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint.
Strong written communication and proofreading skills.
Ability to manage multiple tasks and deadlines across competing priorities, with strong attention to detail.
Experience with database or CRM systems.
Discretion and professional judgment in handling confidential information.
Ability to communicate effectively with individuals from diverse cultural and linguistic backgrounds.
Must be a U.S. citizen or U.S. Permanent Resident to comply with U.S. Government requirements.

Nice To Haves

ARO or DSO experience.

Responsibilities

Coordinate day-to-day CPDO and ISO programs, including new scholar orientations, intake, cycle tracking, participant communications, and document maintenance.
Track deadlines, deliverables, and follow-ups for recurring program cycles and special initiatives, and keep office leadership informed of status.
Collect and compile data for assessment and annual reports, and help identify and implement process improvements.
Balance competing requests from both offices in close coordination with each office’s leadership.
Prepare, schedule, and distribute targeted email announcements; maintain standardized templates and monitor engagement metrics.
Design and compile CPDO newsletters and create accurate, accessible digital and print materials for workshops, events, and programs consistent with CPDO, ISO, and Scripps Research branding.
Coordinate the posting and distribution of materials across campus and digital channels.
Monitor HR-generated personnel changes and update listservs and distribution lists.
Provide content updates and announcements to the website manager to keep CPDO and ISO webpages current.
For ISO, perform data entry, data management, e-form processing, document retention, and reporting in Sunapsis.
For CPDO, maintain event attendance and alumni-tracking databases, make routine updates, track engagement metrics, and support reporting.
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, post-event surveys, and reporting.
Welcome speakers and guests and ensure smooth onsite logistics.
Manage shared CPDO and ISO inboxes by 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 in SciQuest and expense processing in Concur.
Assist with onboarding 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.

Benefits

Employer-contributed retirement plan, depending on eligibility, with no employee contribution required.
Option to contribute to a 403(b) plan.
Medical plan options, including an HSA-available option.
Dental insurance.
Vision insurance.
Life insurance.
Disability coverage.
Employee Assistance Program (EAP).
Flexible Spending Accounts for medical and dependent care.
Competitive vacation and sick leave policies.
Free onsite parking.