Admin Coordinator

Administrative Coordinator

Location: San Francisco, CA

Schedule: Monday-Friday, 8:00 AM-5:00 PM

Position Overview

Our client is seeking a highly organized and detail-oriented Administrative Coordinator to support the Department of Diagnostic Sciences within Academic Affairs. This position serves as a key administrative partner to faculty, students, clinical rotation sites, and university departments, helping ensure the smooth operation of academic programs and departmental initiatives.

This is an excellent opportunity for someone with experience in higher education, academic administration, student services, or program coordination who enjoys managing multiple priorities in a fast-paced educational environment. The ideal candidate is proactive, organized, service-oriented, and comfortable working with diverse stakeholders.

Responsibilities

• Academic Program Support; Coordinate student clinical rotations and maintain communication with external clinical sites.

• Support faculty and department leadership with daily academic operations.

• Assist with program planning, scheduling, and coordination of academic activities.

• Provide administrative support for departmental projects and initiatives.

• Student Records & Learning Management Systems; Maintain student records, course materials, and documentation within the Learning Management System (LMS).

• Ensure academic files, attendance records, and program documentation remain accurate and compliant.

• Support course administration and documentation requirements.

• Reporting & Data Tracking; Maintain databases and track student attendance, outcomes, and program metrics.

• Prepare reports, spreadsheets, and data summaries for faculty and department leadership.

• Assist with data collection and reporting efforts for departmental initiatives.

• Monitor deadlines and ensure timely submission of program-related documentation.

• Financial & Administrative Coordination; Coordinate student travel reimbursements and related paperwork.

• Assist with budget tracking, grant administration, and financial recordkeeping.

• Support departmental purchasing, invoice processing, and expense tracking.

• Assist with application processes, submissions, and accreditation-related activities.

• Communication & Stakeholder Engagement; Serve as a primary point of contact for students, faculty, staff, and external partners.

• Coordinate meetings, communications, and departmental events.

• Build and maintain effective relationships across multiple university departments and community partners.

• Provide exceptional customer service while responding to inquiries and requests.

Qualifications

• Required 2+ years of administrative support, program coordination, or academic support experience.

• Strong organizational skills with the ability to manage multiple priorities.

• Excellent verbal and written communication skills.

• Strong attention to detail and accuracy.

• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and reporting tools.

• Experience handling confidential information and sensitive records.

• Prior experience in higher education, university administration, or academic affairs.

• Experience working with Learning Management Systems (LMS).

• Experience supporting faculty, students, and academic programs.

• Knowledge of grants, budgets, reporting, or program administration.

Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.

Pay Details: $27.00 to $28.00 per hour

Search managed by: Savannah Mckillip

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.