Administrative Program Coordinator

City of Hope; Monrovia (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

City of Hope is seeking an Administrative Program Coordinator to support the Molecular Diagnostics and Experimental Therapeutics (MDET) department. You will provide high-level administrative, programmatic, and operational support to senior faculty leadership and departmental programs.

You will manage executive calendars, coordinate research programs, recruit faculty, handle budgets, and liaise with internal and external stakeholders in a fast-paced research environment.

Qualifications

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

Responsibilities

• Provide high-level administrative support to senior faculty leadership, managing complex calendars, meetings, confidential communications, and scheduling needs.
• Coordinate departmental programs, research initiatives, projects, faculty recruitment, and administrative activities supporting academic and institutional goals.
• Manage logistics for research meetings, seminars, symposiums, visitors, and special events, including scheduling, materials, speakers, technology, and travel arrangements.
• Support financial and business operations through budget tracking, purchasing, expense reporting, procurement card reconciliation, account monitoring, and transaction reconciliation.
• Coordinate faculty affairs and HR processes, including appointments, promotions, onboarding/offboarding, Global Scholars Program activities, visa documentation, and compliance requirements.
• Serve as a key liaison for faculty, collaborators, visiting scholars, vendors, and internal departments, supporting recruitment, outreach, and cross‑functional communication.
• Maintain faculty and departmental information, including CVs, biosketches, professional profiles, publications, research metrics, websites, reports, databases, shared files, and communications.
• Oversee day-to-day office operations, including workspace coordination, supplies, equipment, facilities requests, visitor logistics, and general administrative workflows.

Skills

Calendar management

Executive support

Budget tracking

Stakeholder liaison

Education

Bachelor's degree

Tools

MS Office / Office tools

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 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 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.

As a successful candidate you will:

• Provide high-level administrative support to senior faculty leadership, managing complex calendars, meetings, competing priorities, confidential communications, and scheduling needs.
• Coordinate departmental programs, research initiatives, projects, faculty recruitment, and administrative activities supporting academic and institutional goals.
• Manage logistics for research meetings, seminars, symposiums, visitors, and special events, including scheduling, materials, speakers, technology, and travel arrangements.
• Support financial and business operations through budget tracking, purchasing, expense reporting, procurement card reconciliation, account monitoring, and transaction reconciliation.
• Coordinate faculty affairs and HR processes, including appointments, promotions, onboarding/offboarding, Global Scholars Program activities, visa documentation, and compliance requirements.
• Serve as a key liaison for faculty, collaborators, visiting scholars, vendors, and internal departments, supporting recruitment, outreach, and cross‑functional communication.
• Maintain faculty and departmental information, including CVs, biosketches, professional profiles, publications, research metrics, websites, reports, databases, shared files, and communications.
• Oversee day-to-day office operations, including workspace coordination, supplies, equipment, facilities requests, visitor logistics, and general administrative workflows.

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.