Administrative Program Coordinator-Onsite

City of Hope; California, Duarte (MO, CA); On-site; USD 50,000 - 80,000; Full time

Job summary

Join a transformative team dedicated to changing lives in the fight against cancer and other life-threatening illnesses. This role as an Administrative Program Coordinator is vital for supporting institutional programs and ensuring the efficient administration of activities. You will engage in coordinating meetings, maintaining regulatory compliance, and providing personnel support. The ideal candidate is organized, detail-oriented, and possesses strong communication skills, making a significant impact in healthcare through continuing education. This is a unique opportunity to be part of a mission-driven organization that values integrity and teamwork.

Qualifications

• 3+ years of experience in administrative roles with a focus on project management.
• Strong integrity and confidentiality in handling sensitive information.

Responsibilities

• Coordinate educational meetings and ensure alignment with institutional goals.
• Monitor regulatory policies and maintain compliance with ACCME guidelines.

Skills

Organizational Skills

Regulatory Compliance

Communication Skills

Budget Management

Project Management

Education

Bachelor's Degree

Tools

CME Management 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.

The Administrative Program Coordinator provides vital support across institutional programs, assisting department management with the efficient administration of activities. Key responsibilities include maintaining regulatory and departmental records in strict compliance with ACCME Guidelines, coordinating meetings and events, and preparing reports and communications. The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks, as well as experience in regulatory compliance and effective collaboration across departments.

As a successful candidate, you will:

• Administrative:Experience in preparing and organizing educational meetings across the enterprise, ensuring smooth execution and alignment with institutional goals.
• Travel Coordination:Skilled in coordinating and arranging visits with community partners, including providing comprehensive personnel support during these engagements.
• Compliance:Proficient in monitoring and maintaining regulatory policies in accordance with institutional standards and the Accreditation Council for Continuing Medical Education (ACCME) guidelines.
• Program Administration:Capable of performing a variety of duties, including program administration, organizational analysis, budget preparation, contract and grant administration, and facilities support.
• Financial Management:Experience in assisting with budget development by gathering, analyzing, and reporting data. Ability to monitor assigned budgets, report variances, and provide accurate projections and recommendations as needed.
• Systems and Personnel Support:Adept at providing systems and personnel support to ensure efficient program operations.

Additional Information:

• Schedule Flexibility: Flexibility is key to adapting plans and ensuring program success.
• Early/Late/Weekend Hours: In-Office work hours typically start by 6:30 a.m. However, while on-site at events or conferences, work hours are determined by needs of the event with earlier start times and hours that can extend into late evenings and/or weekends.
• Travel: Approximately 20-25% travel is required, including local and out-of-state trips (via car, air, or train). Some trips may last up to a week or more for larger conferences.
• Technical & Communication Skills: High computer literacy is required, including the ability to learn new software tools designed for CME management. Excellent writing, public speaking, project/time management, and professional communication-especially with physicians, leadership, and vendors-are essential.
• Professional Attributes: This role is well-suited for candidates who are intellectually curious, proactive, team-oriented, and passionate about making a difference in healthcare through continuing education.

Qualifications

Your qualifications should include:

• Bachelor's Degree Required.
• 3 or more years of progressively responsible experience and multiple project administrative duties.
• Practice a high level of integrity and honesty in maintaining confidentiality.

City of Hope is an equal opportunity employer. To learn more about our commitment to diversity, equity, and inclusion, please click here.

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