Program Coordinator

ABOUT US

The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center (TLI) is Los Angeles County's preeminent independent, not-for-profit biomedical research hub, excelling in transforming scientific breakthroughs into practical therapies. With a $90 million annual budget, TLI is home to over 150 investigators and 500 staff, advancing 600 projects in areas such as Infection and Immunity, Cancer, and Women's Health. Founded in 1952, the Institute continues to train physician-scientists and manage healthcare programs for 60,000 underserved families throughout South Los Angeles. 

DUTIES AND RESPONSIBILITIES 

• Coordinate day-to-day administrative workflows for the Divisions of Infectious Diseases and Molecular Medicine under the direction of the Division Chiefs.
• Coordinate activities and follow up on assignments involving administrative support personnel as delegated by division leadership.
• Maintain clear escalation pathways, workflow documentation, and continuity of administrative operations.
• Serve as a central administrative contact for faculty, staff, trainees, and institutional offices; 
• Route requests to the appropriate resource and follow up on unresolved matters.
• Prepare and distribute divisional announcements, reminders, operational notices, and other communications as directed.
• Coordinate recurring divisional research seminars, faculty meetings, candidate visits, and other meetings or events involving the divisions. Manage scheduling, room reservations, calendar invitations, audiovisual and virtual-meeting readiness, speaker or participant logistics, and approved travel arrangements. Prepare and distribute agendas, invitations, event materials, reminders, and follow-up communications. Provide on-site and virtual event support; coordinate approved food, transportation, lodging, and related services in accordance with institutional policies. Capture action items, confirm owners and deadlines assigned by division leadership, maintain tracking logs, and escalate items at risk of delay.
• Coordinate required evaluations, monitor completion, route materials to the appropriate institutional contact, and maintain records for internal reporting and faculty dossier support.
• Coordinate administrative steps associated with approved recruitment, hiring, onboarding, personnel changes, and offboarding in partnership with Human Resources and division leadership. Support job-posting requests, interview scheduling, candidate communications, and visit logistics. Collect, review for completeness, and route required forms and documentation, including applicable clearance and hospital-access materials. Coordinate administrative orientation and operational readiness for new employees, students, interns, and other trainees. Coordinate offboarding checklists, access changes, and return of institutional property with the responsible departments. Maintain appropriate confidentiality and promptly refer employee-relations matters to Human Resources and division leadership.
• Serve as the operational timekeeper and leave coordinator for assigned personnel in accordance with TLI and Harbor-UCLA requirements and delegated authority.
• Review timecards, punch corrections, and leave requests for accuracy and completeness; approve or route items for approval as authorized. Communicate submission deadlines and send timely reminders to employees and approvers. Research routine discrepancies with employees and coordinate resolution with Payroll, Human Resources, or other responsible offices. Maintain accurate records and escalate unresolved or time-sensitive issues to prevent payroll disruption.
• Prepare, route, and track purchase requisitions, purchase orders, blanket orders, reimbursements, and related documentation using institution-approved processes.
• Verify required supporting documentation, project or account information, and approvals; coordinate questions and discrepancy resolution with Purchasing, Accounting, Finance, and requestors. Maintain organized purchasing and reimbursement records and provide timely status updates. Coordinate office supplies, mail, checks, printing, scanning, copying, divisional phone coverage, and distribution or tracking of operational items such as lab coats. Submit and monitor service requests involving facilities, custodial services, information technology, badges, workspaces, office equipment, temperature, and audiovisual needs. Follow established emergency and safety-reporting procedures for workplace injuries, spills, or other urgent issues and promptly notify the appropriate safety personnel and division leadership.

EDUCATION 

• Bachelor's degree 

QUALIFICATIONS 

• Three to four years in administrative field                                                                                                                 
• Ability to work independently when required
• Ability to work with diverse personalities.
• Ability to interact in an appropriate and professional manner
• Ability to work as a member of a team
• Ability to work well under pressure and meet multiple and sometimes conflicting deadlines
• Ability to interact in an appropriate and professional manner
• Demonstrated cooperative behavior and positive problem solving and conflict resolution skills

Please ensure your application is complete and signed; incomplete submissions will not be considered.

Background and Health Clearance Required

Equal Opportunity Employer/Affirmative Action/Drug-Free Workplace