Top 457 Hr administrative coordinator Jobs in San Gabriel Ca

Division Administrative Coordinator
California Institute of Technology —Pasadena, CA
- Full-time
- Oracle
- Mid-level
- Office
14d
Receptionist / Administrative Assistant
Santa Teresita —Duarte, CA
- Online Application
- Bilingual
- Microsoft Excel
- Microsoft Access
- Health insurance
- Dental insurance
HR Coordinator
Chrome Hearts —Los Angeles, CA
- $28 - $32 an hour
- Full-time
- Background check
- Mid-level
- Office
- Health insurance
- Dental insurance
Quick Apply
1d
Administrative Assistant
California Institute of Technology —Pasadena, CA
- Full-time
- Microsoft Excel
- Mid-level
- Office
FT Human Resources Clerk (Confidential)
Cerritos College —Norwalk, CA
- $66,684 a year
- Online Application
- Word processing
- Writing skills
- Basic math
- Health insurance
- Dental insurance
8d
HR Coordinator Full Time Days
Hollywood Presbyterian —Los Angeles, CA
- $25.00 - $31.25 an hour
- Full-time
- Acute care
- Office
- High school diploma or GED
Quick Apply
Human Resources Coordinator - Systems, Compliance, and Labor Relations
Rio Hondo College —Whittier, CA
- $7,997.75 - $10,209.75 a month
- Online Application
- Microsoft Access
- Customer service
- Computer literacy
Associate Relations Coordinator
Panda Restaurant Group —Rosemead, CA
- $29.00 - $40.50 an hour
- Email
- Hybrid work
- Hospitality
- Bachelor's degree
- 1 year
- AD&D insurance
- Disability insurance
Quick Apply
HR Coordinator
Hotel Burbank —Burbank, CA
- $20 - $22 an hour
- Full-time
- Spanish
- English
- Office
- Free parking
- Health insurance
Quick Apply
1d
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 Support Coordinator
California State University —Long Beach, CA
- Online Application
- Microsoft Word
- Background check
- Management
- Paid holidays
- Health insurance
9d
HR Coordinator
SAMYANG AMERICA INC —Brea, CA
- $24 - $33 an hour
- Full-time
- Microsoft Excel
- English
- Mid-level
- Health insurance
- Dental insurance
Quick Apply
Nursing Admin. Care Coordinator PT Variable 7am-3:30pm
AHMC Healthcare —Monterey Park, CA
- From $23 an hour
- Part-time
- Microsoft Word
- CPR Certification
- Microsoft Excel
10d
HR Coordinator
Oh So Original, Inc. —Burbank, CA
- $20 - $22 an hour
- Spanish
- Microsoft Excel
- English
- Free parking
- Health insurance
1d
HR Coordinator
Chateau Marmont —Los Angeles, CA
- $29 - $32 an hour
- 8 hour shift
- Spanish
- Employment & labor law
- Mid-level
Quick Apply
HR Coordinator
APLA Health —Los Angeles, CA
- $28.22 - $34.74 an hour
- Full-time
- Background check
- Clinic experience
- Mid-level
Quick Apply
Administrative Coordinator | Office Administrator | Construction & Operations
Turnaround Communications —Montebello, CA
- $22 - $30 an hour
- Full-time
- Spanish
- English
- Mid-level
- Paid holidays
- Health insurance
Quick Apply
Recruitment & HR Coordinator
Quantum Space —Hawthorne, CA
- $50,000 - $100,000 a year
- Full-time
- Microsoft Excel
- Microsoft Outlook
- Mid-level
- Health insurance
- Dental insurance
Quick Apply
People Advisor, Americas - Los Angeles
HKA —Los Angeles, CA
- $90,000 - $110,000 a year
- Email
- Hybrid work
- Background check
- Employment & labor law
- Mid-level
- Health insurance
- Dental insurance
Quick Apply
14d
Administrative Coordinator, Advanced Therapeutics & Biomedical Technologies Innovation Hub
LUNDQUIST INSTITUTE FOR BIOMEDICAL INNOVATION AT HARBOR-UCLA —Torrance, CA
- $28.84 - $31.25 an hour
- Background check
- Mid-level
- Administrative experience
7d

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Division Administrative Coordinator

California Institute of Technology -
Pasadena, CA

Apply Now

Job Details

Full-time
14 days ago

Qualifications

Academic institution experience
AI tools proficiency
Internal employee customer service

Full Job Description

Division Administrative Coordinator

Caltech

Job Category: Fulltime Regular
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based

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

To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings

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

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Refine Your Search

hr administrative coordinator jobs in san gabriel ca

Division Administrative Coordinator

Receptionist / Administrative Assistant

HR Coordinator

Administrative Assistant

FT Human Resources Clerk (Confidential)

HR Coordinator Full Time Days

Human Resources Coordinator - Systems, Compliance, and Labor Relations

Associate Relations Coordinator

HR Coordinator

Research Administrative Coordinator - Neurosciences

Administrative Support Coordinator

HR Coordinator

Nursing Admin. Care Coordinator PT Variable 7am-3:30pm

HR Coordinator

HR Coordinator

HR Coordinator

Administrative Coordinator | Office Administrator | Construction & Operations

Recruitment & HR Coordinator

People Advisor, Americas - Los Angeles

Administrative Coordinator, Advanced Therapeutics & Biomedical Technologies Innovation Hub

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