Administrative Coordinator

Job Description

Job Description

We are looking for a highly organized Administrative Coordinator to support a busy residency recruitment and onboarding cycle in Sacramento, California. This Contract position will manage interview logistics, applicant coordination, and administrative processes for a large annual residency program. The ideal candidate is comfortable working in a fast-paced environment, handling multiple scheduling priorities, and ensuring a smooth experience for applicants and internal stakeholders throughout the selection process.

Responsibilities:

• Coordinate the full interview scheduling process for residency applicants, ensuring calendars, meeting times, and participant availability are aligned efficiently.

• Manage high-volume virtual interview days by overseeing Zoom sessions, assigning candidates to breakout rooms, and keeping the process running on schedule in real time.

• Review applicant materials promptly and accurately to support the selection of candidates for interviews within established timelines.

• Facilitate interview events several days each week, providing administrative support before, during, and after each session.

• Collect, organize, and track evaluator feedback following interviews to support ranking and decision-making activities.

• Support onboarding and administrative preparation for incoming residents as they move through the acceptance process.

• Maintain accurate recruitment records and coordinate communication with applicants, faculty, and program leadership throughout the cycle.

• Assist with scheduling adjustments and calendar changes during peak recruitment periods while preserving a positive candidate experience.

• Experience coordinating interviews, meetings, or appointments in a high-volume administrative environment.
• Proficiency with Zoom, including managing virtual meeting logistics and breakout room functions.
• Strong scheduling and calendar management skills with the ability to respond quickly to changes.
• Demonstrated administrative support experience with excellent attention to detail and follow-through.
• Ability to manage evaluation tracking, documentation, and related coordination tasks accurately.
• Comfortable working in a fast-paced setting with multiple competing deadlines.
• Strong communication and organizational skills to support applicants, faculty, and program stakeholders effectively.