Administrative Program Coordinator

Overview Join the forefront of groundbreaking research at the Beckman Research Institute of City of Hope, where we are changing lives and making a difference in the fight against cancer, diabetes, and other life‑threatening illnesses. Our mission is to contribute to innovative approaches in predicting, preventing, and curing diseases, shaping the future of medicine through cutting‑edge research. We are looking for an Administrative Program Coordinator to support the Department of Molecular Diagnostics and Experimental Therapeutics (MDET). You will provide high‑level administrative, programmatic, and operational support to senior faculty leadership and departmental programs. The role involves a broad range of complex, diversified, and confidential duties requiring independent judgment, discretion, and professionalism. Responsibilities include executive calendar and meeting management, coordination of research and academic programs, faculty affairs and recruitment support, financial and business operations assistance, and liaison with internal and external stakeholders. The position requires exceptional organizational skills, meticulous attention to detail, and the ability to manage multiple priorities in a fast‑paced, research‑intensive environment. You will serve as a key partner to faculty leadership by anticipating needs, streamlining workflows, and ensuring administrative, compliance, and operational processes are executed efficiently and in alignment with institutional policies. The role requires flexibility, strong communication skills, and the ability to work independently while contributing to the overall success of the department and institution. Responsibilities Executive & Faculty Administrative Support — Provides high‑level administrative support to senior faculty leadership, including management of complex calendars, meetings, priorities, and confidential communications.

• Utilizes independent judgment to manage competing priorities, shifting deadlines, and sensitive information.
• Conducts daily and ongoing check‑ins with faculty leadership to review status updates, evolving priorities, and scheduling needs, including coordination during remote and on‑site work.

Program, Project, and Research Administration — Coordinates and administers departmental programs, initiatives, and projects in support of research, academic, and institutional goals.

• Supports faculty recruitment, global scholars, postdoctoral fellows, and staff scientists by coordinating interviews, documentation, onboarding, and offboarding processes.
• Oversees logistics for lab meetings, research forums, symposiums, and seminar series, including room scheduling, materials preparation, speaker coordination, and technology support.

Financial, Budgetary, and Business Operations Support — Assists with departmental business operations including budget tracking, purchasing, procurement card reconciliation, expense reporting, travel authorization, and account monitoring in compliance with institutional and extramural funding policies.

• Coordinates travel logistics for faculty leadership, including flights, lodging, ground transportation, itineraries, and required approvals.
• Monitors expenditure and reconciles transactions in collaboration with business managers and finance offices.

Faculty Affairs, HR, and Compliance Coordination — Assist with administrative coordination of faculty appointments, promotions, time and effort reporting, and related personnel processes in collaboration with leadership and institutional partners.

• Initiates and manages Global Scholars Program (GSP) processes, including interviews, visa documentation, compliance tracking, onboard logistics, and liaison with internal offices.
• Facilitate onboarding and offboarding processes for employees, visiting scholars, and trainees, ensuring timely access to systems, facilities, and resources.

Communications, External Relations, and Collaboration Support — Serves as a primary point of contact and liaison for internal and external stakeholders, including collaborators, visiting faculty, vendors, and institutional offices.

• Supports recruitment and collaboration outreach activities, including preparation of materials, tracking engagement, and maintaining logs of outreach efforts.
• Assists with preparation and maintenance of faculty CVs, biosketches, and professional profiles, including tracking publications and research metrics.

Digital Content, Reporting, and Information Management — Maintains and updates departmental websites and digital content to reflect publications, staffing changes, and research activities.

• Coordinates preparation and distribution of communications, agendas, reports, and meeting materials.
• Maintains shared drives, files, databases, and documentation to ensure accuracy, compliance, and accessibility.

Office & Operational Coordination — Oversees day‑to‑day office operations, including space coordination, office supplies, equipment requests, and facilities support. — Coordinates visitor logistics, meeting room setups, and general administrative workflows to ensure operational efficiency. Qualifications Bachelor’s degree. Equivalent experience may substitute for minimum education requirements. 3 or more years of experience in business administration, clinical research or healthcare environment. City of Hope is an equal opportunity employer. #J-18808-Ljbffr City of Hope