Administrative Coordinator Job Description (Nov 2025 to June 2026 Remote Position)

Are you currently searching for a part-time remote work job? The 2025-2026 Administrative Coordinator will play a key role in helping our non-profit complete logistical, communication and administrative tasks such as email/phone call outreach, student application review and speaker scheduling for our high school Health Science Immersion (HSIP), Computer Science Immersion (C-SIP) and Engineering Immersion (EIP) programs. For this role, a candidate with flexible schedule availability, a stable home office, as well as past customer service experience is ideal. The administrative coordinator can expect a reliable work system, the ability to contribute to purposeful work and the full ability to work from home.

Position Title: Administrative Coordinator Work Commitment: 275 to 320 hours

Category: Part-Time / Fully Remote Position Start: By Early Nov 2025

How to Apply: You can apply to this position through the google form application on our position webpage (https://impactinternships.org/adminhiring). All applications received between Wednesday, October 22nd and Wednesday, October 29th will receive full consideration, regardless of when within those 7 days the application was submitted. Select applicants will hear back about further steps by Friday, Oct. 31st.

Organization/ Program Background: Impact Internships is a non-profit that creates virtual STEM immersion opportunities for high school students throughout the nation. Since 2019, our Health Science Immersion Program (HSIP), Computer Science Immersion Program (C-SIP) and Engineering Immersion Program (EIP) have introduced over 1,900 students to academic and career opportunities in the STEM field. In all STEM programs, students spend 9 Saturday afternoons on Zoom engaging in lectures, workshops and a science research article project. To promote accessibility, our programs are free for low-income high school students, with other students paying a program fee lower than that of comparable programs.

Before a program session, the non-profit engages in a student recruitment process that is coordinated with high school counselors and similar contacts through email and phone call outreach. This is followed by student application review, customized acceptance letters and an enrollment process. During the 9-week sessions, speakers need to be scheduled and coordinated with the curriculum. The Administrative Coordinator will play a key role in these logistical, communication and administrative tasks that enable the successful implementation of our programs. This position will cover the recruitment and enrollment periods of 3 separate seasons (Winter 2026, Spring 2026, and Summer 2026).

Candidate Qualifications / Requirements:

❖ An associate’s degree or bachelor’s degree is required for this position; college credit equivalent to an associate’s degree is acceptable to fill this requirement

❖ Significant work experience of at least 3 years, in customer service and administrative work in a professional setting. This can be in any career background (ex. insurance industry, education, accounting, public service, business).

❖ For this position the candidate must have access to either a home office setting or a professional office workspace that is fully equipped with a private computer, stable office desk, basic office supplies and other necessary materials to work online. The office space must be fully private and secured without physical disruptions. It will need to have high speed internet capable of reliably running Zoom for extended sessions.

❖ The candidate should possess a high level of basic competency with standard written and verbal communication. The coordinator will be responsible for reaching out to a large number of high school counselors, students and parents with standardized information. They will answer questions and play a coordination role. While communication is simple and usually straightforward, the candidate should possess experience with how this looks like in a workplace setting.

❖ They should be confident in conducting multiple phone calls with outside contacts. At least 45 phone calls per day will be necessary on several workdays during the recruitment period. Most phone calls will go to voicemail, but being prepared to answer questions and navigate a phone tree in a school office is required for some contacts.

❖ The candidate should be confident in sending and responding to email communications. Nearly all emails that are sent are done manually, but use standardized email templates (counselor outreach, student acceptance, confirmed enrollment). While emails will be straightforward, the candidate should be highly comfortable using email as a form of workplace communication.

❖ The candidate should possess basic experience with standard technological tools like email, word processing, data spreadsheets and similar digital tools. Proficiency with Google Workspace is highly preferred.

❖ It is expected that the coordinator will follow established operating procedures while also taking basic initiative as part of a small team work culture

Candidate Schedule Requirements

❖ Approximately 300 hours of work will be assigned between November 2025 and June 2026; the candidate must have the schedule availability to complete all / most work tasks

❖ Approximately 30 to 45 hours of work will be assigned each month

❖ The most time-intensive work periods will be during the counselor outreach time periods (November 2025, late January / early February 2026, April 2026). During these weeks of counselor outreach, the candidate will need to have sufficient work schedule availability from Monday to Friday, between 8 am PST and 3 pm PST, to complete counselor contact phone calls during school hours. The candidate must be available at least 4 weekdays of those weeks during these outreach periods to complete 12 to 15 hours of phone calls and email outreach.

❖ Peak Application and Enrollment work will be in early/mid December 2025 & early January 2026, late February to early March 2026, late April to early June 2026. The candidate must be available at least 3 days of the week during these peak enrollment weeks to complete 4 to 7 hours of enrollment emails and data entry on those weeks.

❖ Limited Saturday availability (11 am to 5 pm PST) is greatly preferred on the first Saturday of each program (1/3/26, 3/7/26, 6/6/26)

❖ During key work periods, there will be weekly planning meetings that will typically last around 45 minutes and should ideally start at a time between 2 pm and 5:30 pm PST. If the coordinator typically schedules morning PST work shifts, this will need to be an afternoon exception

❖It is expected that the coordinator will have other personal and professional commitments but these need to be balanced with the requirements of this position. It is highly unlikely that the coordinator could balance this position with a year-round, full-time job or a full-time student program. Having 1 other part-time job is okay, but it is unlikely that the coordinator could balance this job and 2 or more other part-time jobs.

Position Responsibilities: (early Nov 2025 to June 2026)

❖ A training session will take place at the start of the position in early November 2025.

❖ Before the start of each recruitment period (Winter, Spring & Summer), the non-profit will work with the administrative coordinator to develop a flexible work schedule. Work will be assigned in multi-hour shifts.

❖ The coordinator will implement the outreach strategy previously developed by the non-profit for email and phone call contacts of high school counselors.

❖ The coordinator will review applications received for the STEM programs and prepare customized acceptance emails for accepted students.

❖ The coordinator will process enrollments received for the STEM program, including sending program invoices and processing low-income verification applicants.

❖ After the start of the programs, the administrative coordinator will assist other team members with speaker scheduling, certificate creation, and general communications.

❖ Other relevant logistical, communication and administrative tasks related to the non-profit’s STEM programs and general operations will be assigned as necessary and feasible.

Remote Location:

The applicant must be based in the United States. Our non-profit is based in Southern California. Our students join from all over California and several other states/ time zones. Unless otherwise stated, all times and dates are in PST for this position.

Compensation/ Breakdown of Hours: Hourly compensation is set at $22.65 an hour. With 275 to 320 hours assigned, the total expected compensation over the course of the position is between $6230 and $7250.

How to Apply: You can apply to this position through the Google form application on our position webpage (https://impactinternships.org/adminhiring). All applications received between Wednesday, October 22nd and Wednesday, October 29th will receive full consideration. All applicants who apply in the time frame given will be reviewed fully regardless of when within those 7 days they applied. Select applicants will hear back about further steps by Friday, Oct. 31st. Position placement will be finalized by early November.

Applications are due by 11:59pm PST on Wednesday, October 29th

Impact Internships is an equal opportunity employer and highly encourages applicants from a diverse array of backgrounds to apply.

Job Types: Part-time, Temporary

Pay: $22.65 per hour

Benefits:

Flexible schedule

Work Location: Remote

Impact Internships, Inc.

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Administrative Coordinator (Nov 2025 to June 2026 Remote Position)