Administrative Program Coordinator

City of Hope • Monrovia, CA

6d

About The Position

The Administrative Program Coordinator supports the department of Molecular Diagnostics and Experimental Therapeutics (MDET) at the Beckman Research Institute of City of Hope. The role provides high-level administrative, programmatic, and operational support to senior faculty leadership and departmental programs, carrying out complex, diversified, and confidential duties that require independent judgment, discretion, and professionalism.

The coordinator supports executive calendars and meetings, research and academic programs, faculty affairs and recruitment, financial and business operations, and communication with internal and external stakeholders. The role requires strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced, research-intensive environment. As a partner to faculty leadership, the coordinator anticipates needs, streamlines workflows, and helps ensure administrative, compliance, and operational processes are carried out efficiently and in accordance with institutional policies. Flexibility, strong communication, and the ability to work independently are important.

Requirements

• Bachelor’s degree; equivalent experience may substitute for minimum education requirements.
• Three or more years of experience in business administration, a clinical research environment, or a healthcare environment.
• Exceptional organizational skills and meticulous attention to detail.
• Ability to manage multiple priorities in a fast-paced, research-intensive environment.
• Strong communication skills and ability to work independently.
• Ability to exercise independent judgment, discretion, and professionalism while handling confidential duties.

Responsibilities

• Provide high-level administrative support to senior faculty leadership, including management of complex calendars, meetings, competing priorities, confidential communications, and scheduling needs.
• Coordinate departmental programs, research initiatives, projects, faculty recruitment, and administrative activities supporting academic and institutional goals.
• Manage logistics for research meetings, seminars, symposiums, visitors, and special events, including scheduling, materials, speakers, technology, and travel arrangements.
• Support financial and business operations through budget tracking, purchasing, expense reporting, procurement card reconciliation, account monitoring, and transaction reconciliation.
• Coordinate faculty affairs and HR processes, including appointments, promotions, onboarding and offboarding, Global Scholars Program activities, visa documentation, and compliance requirements.
• Serve as a liaison for faculty, collaborators, visiting scholars, vendors, and internal departments, supporting recruitment, outreach, and cross-functional communication.
• Maintain faculty and departmental information, including CVs, biosketches, professional profiles, publications, research metrics, websites, reports, databases, shared files, and communications.
• Oversee day-to-day office operations, including workspace coordination, supplies, equipment, facilities requests, visitor logistics, and general administrative workflows.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level