Administrative Program Coordinator - Health Access and Community Enrichment (HACE)

City of Hope; Duarte (CA); On-site; USD 60,000 - 78,000; Full time

Job summary

City of Hope is seeking a Program Coordinator to support the Health Access and Community Enrichment (HACE) department. The role requires organization, tact, and collaboration with internal clients and staff across levels in a fast-paced healthcare setting.

The successful candidate will provide executive-level support to the Chief HACE Officer, assist with budget and department operations, and coordinate projects and events to advance department objectives.

Qualifications

• Bachelor’s Degree or equivalent experience; substitutable for minimum education.
• 3+ years of progressively responsible experience in business administration, clinical research or healthcare environment.

Responsibilities

• Provide executive-level administrative support to Chief HACE Officer, including complex calendar management, travel and itinerary coordination, and expense tracking.
• Assist in the daily administrative functions of managing an effective department, handling sensitive and confidential details with discretion.
• Assist in department business activities including budget preparation and monitoring, account management, purchasing, personnel, facilities, travel and reporting.
• Oversees expenditures within established limits, understands and monitors budget activities and variances.
• Coordinates departmental projects and events including faculty symposiums, research forums, and engagement activities.
• Completes expense reports/requisitions/check requests in ERP.

Skills

Executive support

Calendar management

Budget management

Project coordination

Travel coordination

Communications

Education

Bachelor’s Degree or equivalent experience

Tools

ERP software

Job description

Join the transformative team at City of Hope, where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life-threatening illnesses. City of Hope’s growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and treatment facilities in Atlanta, Chicago and Phoenix. Our dedicated and compassionate employees are driven by a common mission: To deliver the cures of tomorrow to the people who need them today.

Position Summary:

This position performs a variety of administrative duties and analytical functions to support the daily operations of the Health Access and Community Enrichment (HACE) department. The work assignments are often complex, diversified, and confidential which requires one to be highly responsible, tactful, and professional. Being successful in this role requires excellent organizational skills, meticulous attention to detail, and flexibility in order to support the needs of the department. The Program Coordinator is a highly organized, self‑motivated professional who independently manages multiple priorities and deadlines in a fast‑paced environment while building effective partnerships with internal clients, stakeholders, external partners, and staff at all levels of the organization.

As a successful candidate, you will:

• Provide executive-level administrative support to Chief HACE Officer, including complex calendar management, meeting scheduling, travel and itinerary coordination, and expense tracking.
• Assists in the daily administrative functions of managing an effective department. Uses discretionary initiative and judgment in handling sensitive and confidential details, establishing priorities and resolving problems relating to daily operations and administrative detail of a highly functioning department in the daily administrative functions of managing an effective department.
• Assists in department business activities, including but not limited to: budget preparation and monitoring; account management; purchasing; personnel; facilities; travel and reporting required by the institution. Participates in short and long-range planning and policy or program development by analyzing operational policies, resource utilization, etc. and developing recommendations for department management.
• Oversees expenditures within established limits. Understands, communicates, and monitors budget activities and analyzes variances/targets.
• Organizes and expedites flow of work, initiating follow up action as appropriate. Coordinates and maintains department policy/procedure and supports executive leadership in select projects/programs, providing project management, communications and presentation/materials support,
• Coordinates departmental projects and events including faculty symposiums, research forums, and engagement activities.
• Completes expense reports/requisitions/check requests in ERP (which will require being knowledgeable of institutional and extramural funding policies and procedures).

Your qualifications should include:

• Bachelor’s Degree or equivalent experience may substitute for minimum education requirements
• 3 or more years of progressively responsible 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.