Program Coordinator

Overview

Aquent has an exciting opportunity for a Program Coordinator in Palo Alto, CA!

This is an on-site position.  For this reason, we will only consider candidates who currently live in the Palo Alto area or can comfortably commute to Palo Alto on a daily basis.

To be considered for this role, you must:

• Be authorized to work in the United States
• Not require sponsorship of any kind for the duration of the assignment
• Be able to work on a W-2 basis.  C2C or 1099 is not permitted for this position.

Are you a highly organized and proactive individual passionate about making a tangible difference in a dynamic, service-oriented environment? Join our client’s team and play a pivotal role in ensuring the smooth operation and strategic success of critical programs and projects. Your expertise will directly empower teams, streamline processes, and contribute to the overall efficiency and impact of a leading organization dedicated to excellence.

Our client is a prominent organization renowned for its commitment to innovation and delivering exceptional service within its field. They foster a collaborative and fast-paced environment where dedication to operational excellence drives their mission forward. Through our partnership with Aquent, you’ll have the unique opportunity to contribute to an organization that values impactful support and strategic coordination.

**The Opportunity:**
We are seeking a highly motivated and detail-oriented professional to step into a crucial support and coordination role. In this position, you will be instrumental in managing vital projects, optimizing departmental functions, and serving as a key liaison across various teams. You will have the chance to apply your leadership skills, administrative expertise, and keen eye for efficiency to directly influence operational success and support a thriving workforce. This role offers a unique blend of project management, administrative leadership, and cross-functional collaboration, providing significant impact on the organization’s daily operations and strategic initiatives.

**What You’ll Do (Key Responsibilities):**

* Manage project reporting, schedules, and ensure optimal utilization of organizational resources.
* Coordinate departmental project activities, ensuring all phases are meticulously documented.
* Lead individual projects as they arise, identifying additional areas for improvement and providing strategic direction.
* Present project results and facilitate workshops and committee meetings.
* Provide leadership and expertise in administrative processes and paperwork flow within the organization.
* Offer policy and procedure expertise to the management team.
* Ensure timely submission of personnel evaluations and other HR-related paperwork.
* Coordinate the hiring process for new employees, including initial departmental orientation and compliance reviews.
* Oversee equipment and supplies allocation, conducting periodic inventory reviews and preparing facility reports.
* Track and present cost management efforts at departmental staff meetings.
* Manage and coordinate various events.
* Coordinate support requests from internal departments such as communications, facilities, and maintenance.
* Facilitate the installation and maintenance of data and phone communication systems, ensuring quality work is completed promptly.
* Ensure new hires have necessary resources available at the right time and place.
* Participate in and complete assigned projects within specified timeframes.

**Must-Have Qualifications:**

* High school diploma or equivalent.
* Two to five years of experience interacting with clients, customers, and/or patients in a complex environment.
* Excellent organizational and problem-solving skills with the ability to prioritize multiple and diverse tasks.
* Proven ability to manage multiple changing priorities effectively.
* Capacity to work effectively both independently and collaboratively within a team.
* Demonstrated ability to independently seek out and obtain information.
* Ability to exercise good judgment and discretion in handling confidential situations.
* Excellent written and verbal communication skills, maintaining a professional appearance and composure with all types of individuals, including leadership and staff.
* Professional approach to work, demonstrating a strong sense of responsibility for assigned duties.
* Proficiency in preparing and managing accurate file systems consistent with standard office practices.
* Strong critical thinking skills and ability to apply time management principles to develop effective work plans.
* Demonstrated ability and interest in learning new software programs.
* Intermediate level proficiency using computer software systems including Microsoft Office (Word, Excel, PowerPoint) and other standard office equipment (copiers, facsimile).
* Commitment to following safety policies and procedures and incorporating ergonomic principles in work habits.

**Nice-to-Have Qualifications:**

* Bachelor’s Degree.
* Extensive knowledge and understanding of complex service-oriented organizational structures.

The target hiring compensation range for this role is $34.22 to $66.37 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

**About Aquent Talent:**
Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.
Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. More information on our awesome benefits!
Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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