Robert Half
Administrative Coordinator Job at Robert Half in Los Angeles
Robert Half, Los Angeles, CA, US
Description Office Management & Operations (35%)
- Serve as the primary point of contact for all Department programs, projects, and initiatives.
- Coordinate and support public relations, outreach, and recruitment activities.
- Act as Department liaison to internal university departments (Controller, Registrar, ITS, Facilities Management, Library, Extension, Office of Research & Sponsored Projects, University Relations, etc.) and external partners.
- Support faculty, speakers, donors, guests, partners, and administrators through preparation of materials, documentation, and logistical coordination.
- Maintain confidential records and files in collaboration with the Program Coordinator and Grant & Budget Specialist.
- Coordinate, supervise, and provide administrative oversight for graduate assistants, interns, and work-study students; support fellows and research associates.
- Manage day-to-day office operations, including troubleshooting office equipment and developing user guides for software and systems (email, Banner, LiveText, word processing tools, etc.).
- Purchase office supplies, track inventory, and maintain records of Department assets.
- Coordinate and manage Department mail distribution and electronic accounts.
- Provide administrative and logistical support for professional development offerings and certificate programs.
- Create and distribute marketing materials (flyers, digital communications) and support recruitment efforts.
- Respond to inquiries from prospective participants and partners.
- Assist with registration, scheduling instructors, preparing course materials, reserving space, coordinating technology, ordering catering, and processing invoices and related budget documentation.
- Coordinate and staff Department events, including featured speaker series, certificate programs, institutes, advisory meetings, webinars, orientations, and conferences.
- Review, edit, and update Department website content, publications, and written communications to ensure accuracy, consistency, and relevance.
- Maintain and manage Department databases, interest forms, mailing lists, and contact records.
- Support communication strategies that enhance Department visibility and engagement with internal and external stakeholders.
- Support research and evaluation processes related to Department initiatives and grants.
- Track, monitor, and report data related to website analytics, program evaluations, surveys, enrollment, and grant outcomes.
- Schedule site visits and observations; prepare invoices and manage budget-related documentation tied to research and evaluation activities.
- High school diploma or equivalent required; bachelor's degree or equivalent experience preferred.
- Minimum of two (2) years of administrative experience, preferably in an academic or higher education environment.
- Strong written and verbal communication skills, including experience preparing reports, correspondence, and executive-level materials.
- Demonstrated ability to manage multiple priorities, meet deadlines, maintain confidentiality, and exercise sound judgment.
- Highly developed organizational, customer service, and problem-solving skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with databases and enterprise systems; ability to learn new technologies quickly.