Administrative Assistant - LMS

Fusion Life Sciences Technologies (www.fusionlifesolutions.com ) is a WBE-certified Healthcare Staffing and Engineering Services provider supporting industries including Pharma, Medical Devices, Aeronautical, Supply Chain, Heavy/Light Industrial, Food & Beverage, and Automotive. We proudly partner with 120+ clients such as Johnson & Johnson, Haemonetics, Delta, Caterpillar, Artisan Chef, Baxter, and many more. Our wide network of consultants and contract-to-hire engineers brings deep expertise across Engineering, Technical, Administrative, Healthcare, Life Sciences, Blue Collar, Skilled Trades, IT, Software Development, Manufacturing, and Supply Chain sectors. What sets us apart is our AI-powered, in-house software's enabling us to source and screen top talent within hours. This ensures rapid response times, high-quality matches, and virtually zero attrition.

Position: Administrative Coordinator

Location: 5490 Great America Pkwy, Santa Clara, CA 95054

Work Arrangement: Onsite

Duration: 6 Months Contract

Experience: 2–4 Years

Job Summary

We are seeking an organized and detail-oriented Administrative Coordinator to support day-to-day administrative operations, coordination, documentation, and communication across internal teams. The ideal candidate will have strong organizational and follow-up skills, proficiency in Microsoft Office, and basic knowledge of Learning Management Systems (LMS) to support training coordination and record maintenance.

Key Responsibilities

• Coordinate day-to-day administrative activities, including scheduling, meeting coordination, documentation, and follow-ups.
• Maintain accurate records, trackers, reports, and departmental documentation using Microsoft Excel, Word, Outlook, and PowerPoint.
• Coordinate employee training activities, including scheduling sessions, tracking completion, and maintaining training records in the LMS.
• Provide basic LMS support, including adding/updating training assignments, monitoring completion status, generating reports, and assisting users with routine issues.
• Coordinate with employees, managers, HR, Training, Quality, and other departments to ensure timely completion of administrative and training-related activities.
• Prepare and distribute communications, meeting agendas, minutes, status updates, and other administrative documents.
• Maintain organized electronic and physical records while ensuring confidentiality, accuracy, and timely updates.
• Track action items, deadlines, and deliverables and follow up with relevant stakeholders to ensure timely completion.
• Support onboarding, employee documentation, training coordination, and other operational activities as required.
• Assist with preparation of reports, presentations, dashboards, and management updates.
• Identify administrative process gaps and recommend improvements to increase efficiency and accuracy.
• Provide general administrative support to department leadership and project teams as needed.

Required Qualifications

• Bachelor's degree in Business Administration, Management, Human Resources, or a related field preferred.
• 2–4 years of administrative, coordination, or operations support experience.
• Basic hands-on experience with an LMS; experience with systems such as Cornerstone, Workday Learning, SuccessFactors, or similar platforms is preferred.
• Strong proficiency in Microsoft Excel, Word, Outlook, and PowerPoint.
• Excellent organizational, communication, documentation, and follow-up skills.
• Strong attention to detail and ability to manage multiple priorities.
• Ability to work independently as well as collaboratively with cross-functional teams.
• Strong professionalism and ability to handle confidential information appropriately.

Preferred Skills

Administrative Coordination | LMS | Training Coordination | Microsoft Excel | Documentation | Reporting | Scheduling | Data Entry | Employee Records | Stakeholder Coordination | Follow-up | Process Improvement

All your information will be kept confidential according to EEO guidelines.