Administrative Program Coordinator

City of Hope; Duarte (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

City of Hope’s Beckman Research Institute is seeking an Administrative Program Coordinator to support research activities and senior faculty leadership. The role provides high‑level administrative, programmatic, and operational support, including calendar management, program coordination, HR processes, and budget tracking.

Responsibilities include onboarding/offboarding of scholars, travel logistics, committee support, and liaison with internal and external stakeholders to ensure compliance and

Qualifications

• Bachelor’s degree or equivalent experience required.
• 3+ years of experience in business administration, clinical research or healthcare environment.

Responsibilities

• Provide high‑level administrative support to senior faculty leadership and departmental programs.
• Coordinate and administer research, academic, and departmental programs, including recruitment and onboarding of scholars and staff.
• Support business operations through budget tracking, purchasing, expense reconciliation, travel coordination, and grant funding compliance.
• Manage faculty affairs and HR-related processes, including appointments, promotions, and visa coordination.
• Serve as a liaison for internal/external stakeholders and maintain CVs, biosketches, and research metrics.
• Maintain records, websites, reports, databases, and office operations for efficient workflows.

Skills

Calendar management

Executive communications

Budget tracking

HR coordination

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Join the forefront of groundbreaking research at the Beckman Research Institute of City of Hope, where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life-threatening illnesses. Our dedicated and compassionate faculty and staff are driven by a common mission: 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 research activities within the Beckman Research Institute and the National Medical Center. You will provide high‑level administrative, programmatic, and operational support to senior faculty leadership and departmental programs. The position performs a broad range of complex, diversified, and confidential administrative duties requiring independent judgment, discretion, and a high degree of professionalism. Your responsibilities will 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.

This role 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 position requires flexibility, strong communication skills, and the ability to work independently while contributing to the overall success of the department and institution.

You will be responsible for:

• Providing high‑level administrative support to senior faculty leadership, managing complex calendars, confidential communications, competing priorities, and daily operational needs.
• Coordinating and administering research, academic, and departmental programs, including faculty recruitment, onboarding/offboarding of scholars and staff, and logistics for meetings, seminars, symposiums, and special events.
• Supporting business operations through budget tracking, purchasing, expense reconciliation, travel coordination, account monitoring, and compliance with institutional and grant funding requirements.
• Managing faculty affairs and HR‑related processes, including appointments, promotions, effort reporting, visa and Global Scholars Program coordination, and employee lifecycle administration.
• Serving as a key liaison for internal and external stakeholders, supporting communications, recruitment outreach, collaboration efforts, and maintenance of faculty CVs, biosketches, publications, and research metrics.
• Maintaining departmental records, websites, reports, shared databases, and office operations, ensuring accurate information management, efficient workflows, and seamless facility and visitor coordination.

Your qualifications should include:

• 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 employees pay is based on the following criteria: work experience, qualifications, and work location.

City of Hope is an equal opportunity employer.

To learn more about our Comprehensive Benefits, please CLICK HERE.