Our customer a well-known and respected organization in Southern California is looking to add another position in their department, this is a Contract role estimated to be for 3-6 months with the possibility to convert to full time for the right candidate.
Job Duties
Primary Contact & Coordination
- Serve as the primary contact for all Center projects and initiatives.
- Coordinate and implement public relations and recruitment activities.
- Respond to inquiries from prospective certificate program participants, professional development candidates, and partners.
Event Management
- Coordinate, schedule, and staff all department activities, including Featured Speaker series, OPAL institutes, committee meetings, advisory panels, webinars, program orientations, and special events.
Support & Logistics
- Support professional development and certificate course offerings.
- Create promotional materials, manage recruitment efforts, address inquiries, assist with registration, schedule instructors, and prepare course materials.
- Coordinate technology, room bookings, materials, catering, and process related invoices and budget paperwork.
Content Management
- Review and edit content for the department website, publications, and communications.
- Maintain department mailboxes, electronic accounts, and database contact lists.
Research Support
- Track, monitor, and report on website analytics, evaluations, surveys, grant activities, and student enrollment.
- Schedule visitations/observations and manage related invoices and budget items.
Budget Assistance
- Assist with grant budgets, process financial documentation, requisitions, travel reimbursements, and stipend requests.
- Purchase supplies, track and process consultant invoices, and prepare monthly budget reports.
Liaison Duties
- Act as a liaison to internal and external constituencies.
- Serve as a resource for personnel, speakers, guests, donors, partners, and university administrators.
Office & Staff Management
- Staff the Center and collaborate with the Program Coordinator and Grant and Budget Specialist to maintain confidential files.
- Oversee projects conducted by graduate assistants, interns, and work-study students.
- Support Ed.D. fellows and research associates.
Internal Office Coordination
- Coordinate internal office activities and provide support for troubleshooting office equipment.
- Prepare manuals and documents detailing the use of office software.
Other Duties
- Perform other duties as assigned or requested.
Job Qualifications:
Education: Bachelor’s degree or equivalent experience is preferred. The candidate is expected to continuously upgrade their knowledge, skills, and abilities to stay current with regulation and policy changes.
Experience: Three to five years of administrative experience, ideally within an academic environment.
Communication Skills: Exemplary written and oral communication skills, demonstrated through experience in preparing reports and executive summaries that incorporate complex information.
Multitasking & Organizational Skills: Proven ability to multitask, plan, organize, and execute day-to-day operations effectively. Must work well under deadlines, maintain a detail-oriented approach, prioritize tasks, and delegate work efficiently. Capable of writing and editing documents, preparing memos and minutes, and typing reports efficiently.
Customer Service & Organizational Skills: Highly developed organizational skills and exceptional customer service abilities.
Technical Skills: Demonstrated proficiency in Microsoft Office (Excel, Word, PowerPoint) and other relevant databases.
Physical Requirements: Ability to lift up to 25 lbs.
Job Type: Contract
Pay: $25.35 - $30.00 per hour
Expected hours: 40 per week
Schedule:
Application Question(s):
- Do you have at least 3 years of working as a Program Coordinator or an Administrative Coordinator as defined in the job description?
How would you rate yourself on a scale of 1 to 5 with 5 being the highest with Microsoft Office (Excel, Word, PowerPoint)?
Ability to Commute:
- Los Angeles, CA 90045 (Required)
Ability to Relocate:
- Los Angeles, CA 90045: Relocate before starting work (Required)
Work Location: In person