Administrative Coordinator

Nelson Connects; Vallejo (CA); On-site; USD 34,000 - 40,000; Full time

Job summary

Nelson Connects is seeking an organized Administrative Coordinator in Vallejo, CA to support Academic Affairs leadership, faculty, staff, students, and external partners. You will manage multiple priorities, coordinate meetings, prepare documents, and handle communications with professionalism and discretion.

Proficiency in Microsoft Office 365, Canvas, Teams, Zoom, and SmartSheet is valued. You will learn new systems, assist with budget tasks, match day logistics, and help with major academic

Qualifications

• Bachelor’s degree preferred or equivalent experience in a healthcare, academic, business, or professional office environment.
• Strong organizational and time-management skills with exceptional attention to detail.
• Excellent written and verbal communication skills and a professional, customer-service-oriented approach.
• Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint; familiarity with SmartSheet is a plus.
• Ability to learn and work with specialized software, databases, and other technology platforms.
• Ability to manage multiple priorities, interpret instructions, meet deadlines, and work with limited supervision.

Responsibilities

• Coordinate appointments, meetings, interviews, and events, both in person and virtually.
• Maintain department and campus calendars and meeting schedules.
• Prepare and maintain meeting minutes, memos, emails, reports, letters, and other correspondence.
• Write, edit, and format documents, reports, instructional materials, and other communications.
• Create and maintain organized electronic and physical filing systems.
• Assist with preparing, editing, and formatting Dean’s letters and other academic documents.
• Perform data entry, document editing, mail merges, and other administrative support tasks.
• Communicate professionally with students, faculty, staff, preceptors, site representatives, and other partners by email, phone, and other methods.
• Learn and utilize multiple software platforms, including Microsoft Office 365, Canvas, Teams, Zoom, and other systems.
• Support Academic Affairs budget administration, including reimbursements, room reservations, and catering requests.
• Assist students with budgeting, planning, and logistics for Match Day.
• Support major academic events, including Orientation, White Coat Ceremony, Graduation, and other department events.
• Coordinate student interviews and recruitment events in partnership with the Admissions Committee and Admissions Department.

Skills

Administrative support

Microsoft Office 365

Canvas

Teams

Zoom

SmartSheet

Education

Bachelor’s degree preferred

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Job description

You are an organized and detail-oriented Administrative Coordinator who enjoys supporting a collaborative academic environment. You will work closely with Academic Affairs leadership, faculty, staff, students, and external partners while managing multiple administrative priorities and deadlines. This role is ideal for someone with strong communication, organization, computer, and multitasking skills who can work independently while contributing to a team.

This position pays: $25.00–$29.00 per hour

What you will be doing:

• Coordinate appointments, meetings, interviews, and events, both in person and virtually.
• Maintain department and campus calendars and meeting schedules.
• Prepare and maintain meeting minutes, memos, emails, reports, letters, and other correspondence.
• Write, edit, and format documents, reports, instructional materials, and other communications.
• Create and maintain organized electronic and physical filing systems.
• Assist with preparing, editing, and formatting Dean’s letters and other academic documents.
• Perform data entry, document editing, mail merges, and other administrative support tasks.
• Communicate professionally with students, faculty, staff, preceptors, site representatives, and other partners by email, phone, and other methods.
• Learn and utilize multiple software platforms, including Microsoft Office 365, Canvas, Teams, Zoom, and other systems.
• Support Academic Affairs budget administration, including reimbursements, room reservations, and catering requests.
• Assist students with budgeting, planning, and logistics for Match Day.
• Support major academic events, including Orientation, White Coat Ceremony, Graduation, and other department events.
• Coordinate student interviews and recruitment events in partnership with the Admissions Committee and Admissions Department.
• Interpret and follow department and comapny policies and procedures while supporting administrative projects and process improvements.
• Perform other duties and responsibilities as assigned.

What you bring:

• Bachelor’s degree preferred, or equivalent experience in a healthcare, academic, business, or professional office environment.
• Strong organizational and time-management skills with exceptional attention to detail.
• Excellent written and verbal communication skills and a professional, customer-service-oriented approach.
• Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint; familiarity with SmartSheet is a plus.
• Ability to learn and work with specialized software, databases, and other technology platforms.
• Ability to manage multiple priorities, interpret instructions, meet deadlines, and work with limited supervision.
• Strong judgment, professionalism, confidentiality, and flexibility in a fast-paced environment.
• Ability to work effectively and professionally with students, faculty, staff, administrators, and external contacts.
• Ability to take initiative while also collaborating effectively as part of a team.
• Comfortable working with others in stressful or time-sensitive situations.
• Ability to lift items weighing approximately 5–10 pounds.

For over 50 years, Nelson Connects has empowered employers and job seekers to achieve their unique versions of success. Our commitment to excellence, integrity, compassion, and innovation has made us a trusted partner in connecting jobs, people, and communities. The remarkably talented and dedicated people of Nelson Connects are building on the rich history of this company to define the future of our industry, and we can’t wait to work with you.

We are Nelson Connects, and our purpose is your success.

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