Program Coordinator

Job Title: Program Coordinator
Job Description
The Program Coordinator manages complex scheduling and interview logistics, supports high-volume recruiting activities, and maintains accurate documentation across teams. This role ensures a smooth and professional experience for candidates and stakeholders by coordinating interviews, preparing materials, and facilitating communication between recruiting and onboarding teams. The ideal hire thrives in a fast-paced environment, is highly organized, and uses tools such as Outlook and SharePoint to keep processes running efficiently.
Responsibilities

• Manage heavy scheduling and calendar coordination using calendaring software and Outlook for interviews, meetings, and related activities.
• Coordinate high-volume interview schedules, including individual and panel interviews, tours, and related logistics, supporting 20+ interviews per week.
• Facilitate interviews by greeting candidates, managing interview flow, and ensuring that each participant follows the planned schedule.
• Prepare interview materials, itineraries, and supporting documentation for candidates and interviewers.
• Maintain and update SharePoint documentation, ensuring accurate, organized, and accessible records for recruiting and onboarding activities.
• Collaborate cross-functionally with recruiting and onboarding teams to align schedules, share updates, and support hiring processes.
• Provide professional, personable support to candidates to enhance the overall candidate experience.
• Take detailed notes during interviews and candidate interactions to support hiring decisions and documentation requirements.
• Manage multiple priorities simultaneously, adjusting schedules and plans as needed in a fast-paced environment.
• Communicate clearly and consistently with stakeholders across departments to keep everyone informed of schedules, changes, and expectations.
• Support occasional onboarding activities at additional locations as needed.

Essential Skills

• 2-4+ years of experience in a coordinator or administrative role.
• Advanced expertise in heavy calendaring and Outlook for scheduling and calendar management.
• Experience supporting high-volume scheduling, including 20+ interviews per week, panel interviews, and tours.
• Proficiency with calendaring software and Outlook for managing complex schedules.
• Experience with SharePoint administration and documentation management.
• Strong customer service mindset with a focus on candidate and stakeholder experience.
• Ability to multitask and manage multiple priorities in a fast-paced environment.
• Strong cross-functional communication skills across departments and teams.
• Detail-oriented approach with strong documentation skills, especially within SharePoint.
• Professional, polished, and personable demeanor when interacting with candidates and stakeholders.
• Strong facilitation skills for managing interviews and ensuring smooth interview flow.
• Accurate note-taking skills to support interview documentation and decision-making.
• Systems-savvy approach, with comfort using Outlook, SharePoint, and documentation tools.

Additional Skills & Qualifications

• Proficiency with PowerPoint, including a creative eye for formatting and presentation.
• Exposure to Excel and basic reporting tasks.
• Experience with documentation systems beyond SharePoint.
• Highly organized and proactive work style, with the ability to anticipate needs and issues.
• Ability to juggle multiple priorities while maintaining accuracy and professionalism.
• Strong stakeholder communication skills, with the ability to build trust and maintain positive relationships.
• Polished, professional presence suitable for representing the organization to candidates and internal partners.
• Comfort working in fast-paced, high-volume environments with changing needs.
• Interest in roles that may extend or convert to longer-term opportunities.

Work Environment
This role is fully onsite Monday through Friday, from 8:00 a.m. to 4:30 p.m. The primary work location is in Palo Alto, with occasional onsite support needed in Newark, particularly for onboarding activities. The position operates in a fast-paced, high-volume environment where schedules and priorities can shift quickly. You will work closely with recruiting and onboarding teams, using tools such as Outlook, SharePoint, and other documentation systems on a daily basis. This is a backfill position with a high likelihood of extension or conversion, offering ongoing opportunities for continued engagement and growth within a structured, professional office setting.
Job Type & Location
This is a Contract position based out of Palo Alto, CA.
Pay and Benefits
The pay range for this position is $43.77 - $51.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Palo Alto,CA.
Application Deadline
This position is anticipated to close on Jul 14, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.