Top 316 Administrative coordinator Jobs in San Marino, Ca

Division Administrative Coordinator
California Institute of Technology —Pasadena, CA
- $29 - $39 an hour
- Full-time
- Oracle
- Mid-level
- Office
- Paid holidays
- Health insurance
Music Studio Coordinator/receptionist
Sound Club —San Gabriel, CA
- $24 an hour
- Part-time
- School experience
- Experience working with children
- Organizational skills
Quick Apply
10d
Administrative Coordinator
LEGACY APPAREL SOLUTIONS —Baldwin Park, CA
- Full-time
- Office
- High school diploma or GED
- Ability to sit for extended periods
Quick Apply
Digital & Technology Operations Coordinator
The Huntington —San Marino, CA
- $28 - $31 an hour
- Full-time
- Writing skills
- Mid-level
- Office
- 403(b) matching
- Health insurance
4d
Part-Time Office Coordinator
Guardian News & Media —Los Angeles, CA
- $30 an hour
- Part-time
- Mid-level
- Office
- Administrative experience
Office Admin & Safety Coordinator
Tokio Marine North America (TMNA) —Pasadena, CA
- $50,000 - $58,000 a year
- Full-time
- Microsoft Word
- Microsoft Outlook
- Mid-level
- 401(k) matching
13d
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
Office Coordinator
Maxim Healthcare Services —Alhambra, CA
- $24 - $25 an hour
- Full-time
- HIPAA
- Office
- Administrative experience
- Profit sharing
- Commuter assistance
Quick Apply
Office Coordinator
The Hollywood Roosevelt Hotel —Los Angeles, CA
- $32.00 - $33.15 an hour
- Full-time
- Hotel
- Entry level
Quick Apply
5d
Administrative Coordinator, Intellectual Property
NBCUniversal —Universal City, CA
- $50,000 - $70,000 a year
- Email
- Hybrid work
- Microsoft Excel
- Microsoft Outlook
- Research
- Health insurance
- Dental insurance
12d
Administrative Assistant & Office Coordinator
ONESOURCE SUPPLY SOLUTIONS LLC —Santa Fe Springs, CA
- $22 - $28 an hour
- Full-time
- Spanish
- Microsoft Excel
- Microsoft Outlook
Quick Apply
2d
Care Coordinator/Admin Assistant for LGBTQIA+ Affirming Group Practice
Take Root Therapy —Los Angeles, CA
- $28 - $30 an hour
- Part-time
- Hybrid work
- Background check
- Private practice
- Microsoft Excel
- Health insurance
- Dental insurance
Quick Apply
13d
Administrative Support Coordinator
California State University, Long Beach —Long Beach, CA
- $4,047 - $5,896 a month
- Temporary
- Microsoft Word
- Background check
- Management
- Paid holidays
- Health insurance
12d
Administrative Support Coordinator I
California State University —Fullerton, CA
- Online Application
- Background check
- Word processing
- English
- Paid holidays
- Dental insurance
10d
Administrative Assistant & Showroom Coordinator
Welleast International Inc —Santa Fe Springs, CA
- $3,000 - $5,000 a month
- Full-time
- Spanish
- English
- Office
- Fuel card
- Flexible spending account
Quick Apply
Administrative Support Coordinator
California State University —Long Beach, CA
- Online Application
- Microsoft Word
- Background check
- Management
- Paid holidays
- Health insurance
12d
Administrative Coordinator
Ascend —Los Angeles, CA
- $60,000 - $65,000 a year
- Microsoft Excel
- Microsoft Outlook
- English
Quick Apply
Chair's Assistant & Front Office Coordinator
UCLA —Los Angeles, CA
- $32.20 - $51.36 an hour
- Full-time
- Hybrid work
- Background check
- 18 years or older
- Office
4d
Entertainment Coordinator
NBCUniversal —Universal City, CA
- $56,000 - $60,000 a year
- Email
- Hybrid work
- Microsoft Excel
- Microsoft Outlook
- Research
- Health insurance
- Dental insurance
Dental Treatment Coordinator / Front Office (DA/RDA)
San Marino Dentistry —San Marino, CA
- $19 - $30 an hour
- Part-time
- Spanish
- Dental office
- Mid-level
- Dental insurance
- Employee discount
Quick Apply
4d

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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 san marino, ca

Division Administrative Coordinator

Music Studio Coordinator/receptionist

Administrative Coordinator

Digital & Technology Operations Coordinator

Part-Time Office Coordinator

Office Admin & Safety Coordinator

Research Administrative Coordinator - Neurosciences

Office Coordinator

Office Coordinator

Administrative Coordinator, Intellectual Property

Administrative Assistant & Office Coordinator

Care Coordinator/Admin Assistant for LGBTQIA+ Affirming Group Practice

Administrative Support Coordinator

Administrative Support Coordinator I

Administrative Assistant & Showroom Coordinator

Administrative Support Coordinator

Administrative Coordinator

Chair's Assistant & Front Office Coordinator

Entertainment Coordinator

Dental Treatment Coordinator / Front Office (DA/RDA)

I want to receive the latest job alert for administrative coordinator in san marino, ca

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