Administrative Assistant

Ultimate Staffing Services; San Marcos (CA); On-site; USD 33,000 - 36,000; Full time

Job summary

Ultimate Staffing Services is seeking a Program Coordinator in California to support university academic events, program administration, and general operations. The role includes coordinating commencement, faculty credentials, course logistics, and student orientations, with occasional evenings or weekends.

The position requires on-site presence, strong coordination with faculty and staff, and day-to-day management of program activities.

Responsibilities

• Assist in the planning and preparation of all academic-related events including commencement, student honor society, white coat and pinning ceremonies, program retreats, and guest speaker engagements.
• Attend all academic events to provide on/off campus support; may require occasional weekend and evening hours.
• Manage and maintain projects for the university including, but not limited to, faculty credentials and documentation, course assignments in Blackboard, course syllabi and booklist, student status rosters, assessments, and contact lists.
• Assists with acquiring faculty accreditation documentation to include annual CEUs, updated CV, licensure requirements, etc., and coordinating across departments to ensure required information is captured in the accreditation files in a timely manner.
• Assists with the coordination and scheduling of candidate interviews including meeting invitations, preparing onboarding schedules, room preparation and set-up.
• Responsible for overseeing the day-to-day functions of the program and university related activities.
• Provide administrative support for the program by performing tasks such as scheduling meetings, maintaining files, expense tracking reports, travel arrangements, taking meeting minutes, delivering materials to the classrooms, and business card requests.
• Serve as a campus contact for faculty, staff, students, alumni, visitors, or outside agents to relay University information, policies, procedures, and activities.
• Provide reception and front desk coverage to the Customer Service Coordinator as needed (i.e., lunch breaks, vacations, sick, etc.)
• Coordinate with Assistant Program Directors to compile contributing faculty assignments.
• Maintain the schedule of course coordinators and faculty.
• Coordinate new student orientations with Student Services and Program Directors, verify program membership and order books for students on clinical rotations.
• Maintain student conference attendance in EXXAT.

Job description

Salary: USD24 - USD26 per hour

Event Coordination, Support and Logistics

• Assist in the planning and preparation of all academic-related events including commencement, student honor society, white coat and pinning ceremonies, program retreats, and guest speaker engagements.
• Attend all academic events to provide on/off campus support; may require occasional weekend and evening hours.

Program Administration

• Manage and maintain projects for the university including, but not limited to, faculty credentials and documentation, course assignments in Blackboard, course syllabi and booklist, student status rosters, assessments, and contact lists.
• Assists with acquiring faculty accreditation documentation to include annual CEUs, updated CV, licensure requirements, etc., and coordinating across departments to ensure required information is captured in the accreditation files in a timely manner.
• Assists with the coordination and scheduling of candidate interviews including meeting invitations, preparing onboarding schedules, room preparation and set-up.
• Responsible for overseeing the day-to-day functions of the program and university related activities.

General Administration

• Provide administrative support for the program by performing tasks such as scheduling meetings, maintaining files, expense tracking reports, travel arrangements, taking meeting minutes, delivering materials to the classrooms, and business card requests.
• Serve as a campus contact for faculty, staff, students, alumni, visitors, or outside agents to relay University information, policies, procedures, and activities.
• Provide reception and front desk coverage to the Customer Service Coordinator as needed (i.e., lunch breaks, vacations, sick, etc.)

Faculty Support

• Coordinate with Assistant Program Directors to compile contributing faculty assignments.
• Maintain the schedule of course coordinators and faculty.

Student Support

• Coordinate new student orientations with Student Services and Program Directors, verify program membership and order books for students on clinical rotations.
• Maintain student conference attendance in EXXAT.