Top 301 Administrative coordinator Jobs in Hacienda Heights, Ca

Division Administrative Coordinator
California Institute of Technology —Pasadena, CA
- $29 - $39 an hour
- Full-time
- Oracle
- Mid-level
- Office
- Paid holidays
- Health insurance
Research Administrative Coordinator - Neurosciences
Cedars-Sinai —Los Angeles, CA
- $26.24 - $44.61 an hour
- 8 hour shift
- Mid-level
- Office
- High school diploma or GED
Administrative Coordinator
Sisters of St. Joseph of Orange —Orange, CA
- $25.75 - $31.05 an hour
- Part-time
- Mid-level
- Office
- 3 years
Intermarket Coordinator | Admin Assistant
PeopleSpace —Cypress, CA
- $28 - $32 an hour
- Full-time
- Communication skills
- Entry level
- Health insurance
- Dental insurance
Solutions Coordinator
IQAir North America, Inc. —La Mirada, CA
- $31.25 - $36.05 an hour
- Urgently hiring
- Background check
- Microsoft Outlook
- Mid-level
- Wellness program
- Paid holidays
Quick Apply
Office Coordinator
Amplify People —Anaheim, CA
- $48,000 - $58,000 a year
- Full-time
- Hybrid work
- Office
- Residential
- Communication skills
- Paid holidays
- Health insurance
Quick Apply
6d
Administrative Coordinator
LEGACY APPAREL SOLUTIONS —Baldwin Park, CA
- Full-time
- Office
- High school diploma or GED
- Ability to sit for extended periods
Quick Apply
Receptionist/Substitute Coordinator
Think Together —Ontario, CA
- $22 a year
- Full-time
- Background check
- School experience
- Microsoft Excel
Quick Apply
7d
Administrative Support Coordinator I
California State University —Fullerton, CA
- Online Application
- Background check
- Word processing
- English
- Paid holidays
- Dental insurance
13d
Front Desk Coordinator - Whittier
The Joint Chiropractic —Whittier, CA
- $18.74 an hour
- Part-time
- High school diploma or GED
- Clinic
- Ability to lift 50 pounds
Quick Apply
Administrative Coordinator
Sprouts Farmers Market —Chino Hills, CA
- $19.50 - $29.15 an hour
- 8 hour shift
- 18 years or older
- Microsoft Outlook
- Sanitation
- Paid parental leave
- Health savings account
12h
Administrative Coordinator, School of Pharmacy
Keck Graduate Institute —Claremont, CA
- $25 - $28 an hour
- Weekends as needed
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
Studio Coordinator
Gensler —Los Angeles, CA
- $33.50 - $38.50 an hour
- Overtime
- Microsoft Outlook
- Mid-level
- Office
- Profit sharing
- Paid holidays
Engineering Facility Coordinator - FT Days 7am-3:30pm
AHMC Healthcare —Monterey Park, CA
- $25.98 - $30.42 an hour
- Full-time
- Mid-level
- Office
- High school diploma or GED
Field Operations Coordinator
Cupertino Electric, Inc. —Ontario, CA
- $24 - $31 an hour
- Full-time
- Microsoft Excel
- Microsoft Outlook
- Construction site
Office Coordinator
Maxim Healthcare Services Direct —Alhambra, CA
- $24 - $25 an hour
- Full-time
- HIPAA
- Office
- Administrative experience
- Profit sharing
- Commuter assistance
Quick Apply
Entertainment Coordinator
NBCUniversal —Universal City, CA
- $56,000 - $60,000 a year
- Email
- Hybrid work
- Microsoft Excel
- Microsoft Outlook
- Research
- Health insurance
- Dental insurance
Part-Time Office Coordinator
Guardian News & Media —Los Angeles, CA
- $30 an hour
- Part-time
- Mid-level
- Office
- Administrative experience
Regional & Processing Center Coordinator
Samaritan's Purse —Fullerton, CA
- $27.54 - $34.42 an hour
- Full-time
- English
- Mid-level
- Bachelor's degree
- Paid holidays
- Disability insurance
Guardian Scholars Administrative Support Coordinator
California State University —Fullerton, CA
- Online Application
- Background check
- English
- Research
- Paid holidays
- Dental insurance

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Division Administrative Coordinator

California Institute of Technology -
Pasadena, CA

Apply Now

Job Details

Full-time
$29 - $39 an hour

Benefits

Paid holidays
Health insurance
Dental insurance
Tuition reimbursement
Paid time off
Parental leave
Vision insurance
Retirement plan

Qualifications

Academic institution experience
AI tools proficiency
Internal employee customer service

Full Job Description

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

Reporting to the Chemistry and Chemical Engineering (CCE) Division Operations Officer, the Division Administrative Coordinator is responsible for specific Division functions related to human resources. Primary functions include staff recruitment, human resources transactions, academic non-faculty appointments, visitor appointments, and payroll coordination. The Division Administrative Coordinator provides project management for specific Division programs, including the CCE Corporate Recruitment Program.

Essential Job Duties

Coordinates human resources-related functions, including job requisition posting and employment transaction processing. Facilitates new hire process for students and summer employees. Answers questions about human resources policies and procedures, and refers to Human Resources staff as needed.
Coordinates the assembly of new hire orientation manuals; updating contents for all new staff hires. Provides new employee training on timekeeping and the use of the timekeeping systems.
Tracks important employee actions, including introductory period end dates, temporary employee end dates, lecture appointment review dates, and visa end/renewal dates.
Serves as the Payroll Activity Monitor (PAM) for all Division staff. Includes verification of time sheets and submission of approvals to the Human Resources Office. Provides training to new employees on proper time entry and provides information regarding Division policies.
Prepares and coordinates the appointments, re-appointments, and promotions of all guests, volunteers, visitors, visiting associates, and visiting students in CCE. Ensures all actions (including, but not limited to, review policies, salary minimums, reviews, and affirmative action compliance) are completed in a timely manner, and all required steps are fulfilled in compliance with Division standards, Institute policies, and legal regulations or requirements.
Prepares and coordinates appointments, re-appointments, and promotions of all postdoctoral scholars in CCE. Ensures all actions (including, but not limited to, review policies, salary minimums, affirmative action compliance) are completed in a timely manner, and all required steps are fulfilled in compliance with Division standards, Institute policies, and legal regulations or requirements.
Coordinates with the International Scholars Office for initial documentation for visa requirements, including initial hire visas, extension of visas, and visa modifications as needed for specific circumstances related to hiring or retention practices, based on timelines of appointment.
Coordinates the CCE Corporate Recruitment Program, including scheduling of multiple events and interviews, facilitating information to recruiters, advertising job opportunities to special audiences (undergraduates, graduate students, and postdocs), and assisting with initiatives to promote and enhance visibility of student and postdoctoral research opportunities.
Processes expense reports, advances, reimbursements, and payment requests; assists with logistics associated with domestic or international travel; ensures compliance with funding agency travel requirements and export regulations.
Provides general administrative support for the Division Office, requiring a thorough knowledge of department processes and Institute policies and procedures. Applies knowledge of administrative functions to plan, coordinate, and assist with specific operations, such as drafting, typing, editing, and proofing correspondence, reports, position descriptions, and office forms.
Independently handles a variety of issues involving both administrative and operational functions. Interacts with Division faculty and managers professionally to ensure that issues are screened and routes/delivers regular mail, email, and telephone calls, as appropriate.
Provides guidance to professorial faculty, staff, and postdoctoral scholars regarding Institute policies, Division processes, and procedures for appointments of visitors, visiting associates, and visiting students.
Creates and maintains Division working files for staff, guests, postdoctoral scholars, visitors, and volunteers. Maintains sensitive and confidential records, files, and databases. Participates in confidential communications with faculty management and Institute administration.
Uses AI tools to assist in administrative work where applicable. Checks and confirms the accuracy of all work that is AI-generated.
Additional duties as assigned.

Basic Qualifications

Bachelor's degree or equivalent relevant work experience.
3+ years of experience in human resources or an academic setting.
Highly organized with the ability to work independently, manage priorities, and accomplish assigned tasks accurately and in a timely manner. Able to track deadlines.
Demonstrated experience using AI agents such as Copilot, ChatGPT, Claude, Gemini, or the equivalent.
Excellent interpersonal relations skills and effective oral and written communication skills necessary to interface with faculty, students, and visitors in a professional manner.
Customer service-oriented; ability to effectively resolve problems by applying policies and procedures.
Experience using a PC and various computer software programs, including Microsoft Office Suite, Adobe Acrobat, and web browsers.
Conscientious, detail-oriented, and proactive. Demonstrates good judgment and initiative.

Preferred Qualifications

Familiarity with Caltech policies, procedures, and systems, including Oracle or UKG.
Experience in an academic or research setting.
Familiarity with labor or wage-and-hour laws.

Required Documents

Resume
Cover Letter

Hiring Range

$29.00 - $39.00 per hour

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at [email protected].

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at [email protected].

Apply Now

Refine Your Search

administrative coordinator jobs in hacienda heights, ca

Division Administrative Coordinator

Research Administrative Coordinator - Neurosciences

Administrative Coordinator

Intermarket Coordinator | Admin Assistant

Solutions Coordinator

Office Coordinator

Administrative Coordinator

Receptionist/Substitute Coordinator

Administrative Support Coordinator I

Front Desk Coordinator - Whittier

Administrative Coordinator

Administrative Coordinator, School of Pharmacy

Studio Coordinator

Engineering Facility Coordinator - FT Days 7am-3:30pm

Field Operations Coordinator

Office Coordinator

Entertainment Coordinator

Part-Time Office Coordinator

Regional & Processing Center Coordinator

Guardian Scholars Administrative Support Coordinator

I want to receive the latest job alert for administrative coordinator in hacienda heights, ca

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