administrative coordinator - San Diego - Scripps Research

Description

ABOUT US:
Scripps Research is a nonprofit biomedical institute ranked as one of the most influential in the world for its impact on innovation. We celebrated our 100-year legacy in 2024. This significant milestone marks a century of seminal discoveries in immunology, infectious diseases (such as COVID-19, flu, HIV), neuroscience, heart disease, cancer, and more. Located in La Jolla, California, the institute houses six research departments, multiple Nobel laureates, a top-ranked graduate school and a leading postdoctoral training program. Scripps Research encompasses two elite and highly innovative institutes, the Calibr-Skaggs Institute for Innovative Medicines and Scripps Research Translational Institute, which merge foundational studies in biology, chemistry and computer science with translational science to produce pioneering drugs and advances in digital and precision medicine. Together, we cultivate new scientific leaders and expand the frontiers of knowledge to deliver medical breakthroughs impacting human health around the globe. If you have a passion for making a difference, this could be your opportunity to join our transformative team.
POSITION TITLE: Administrative Coordinator
POSITION SUMMARY:
We are seeking a proactive and highly organized Lab Administrative Coordinator to provide essential administrative support to multiple Principal Investigators (PIs) and their research teams. In this dynamic role, you will be a key point of coordination, ensuring the smooth daily operations of busy scientific labs. The ideal candidate is a motivated self-starter who excels in a fast-paced environment, works well independently, and proactively anticipates needs. Strong problem-solving skills, adaptability, and a collaborative attitude are crucial for success. You will also have the opportunity to engage with nearly every division at Scripps Research, gaining valuable insights into the broader scientific enterprise.
RESPONSIBILITIES AND DUTIES:

• Responsible for coordinating research grant proposal submissions of diverse scope, following complex regulations. Assembling required documents for the successful submission of grant applications and progress reports. This will include working with PIs and the PreAward division of the Office of Sponsored Programs to assemble and submit grant applications in a timely and thorough manner. In some instances, will work with subcontractor(s) to obtain required compliance documentation, ensuring that deadlines are met.
• In conjunction with the PostAward division of the Office of Sponsored Programs, will be responsible for systematic monitoring of award finances, utilizing reports and spreadsheets. This includes management of appropriate spending and carry-forward dollars from grants, reimbursements, and re-budgets. Responsible for maintaining compliance in support of effort reporting for PI and personnel.
• Responsible for grant related activities. Maintain documentation for Investigator(s), certifying that all assurances and approvals are in place for regulatory agencies, as needed for annual progress reports. This requires familiarity with the policies and practices related to ensuring publications are compliant as required by funding agencies.
• Assist PIs and laboratory staff with administrative duties related to lab activities. This includes tasks such as: preparation and submission of purchase orders for lab ordering with Procurement, completion of time sheets with the Payroll department, working with IT services for network and audio visual needs, working with Facilities and Resources for repairs, installations, engineering needs, and scheduling with Environmental Health and Safety for lab member training and bio safety.
• Recruitment and onboarding of new hires. Organizing interviews, planning travel, agendas, lunches, and accommodations for job candidates. Working with Human Resources and, if necessary, the International Services Office for visa requirements, to onboard new employees in a timely and efficient manner.
• Maintain appointments and calendar for the PI, including organizing tele/video conferences and meetings across multiple locations, time zones, and/or groups.
• Arrange and coordinate travel for PI to scientific meetings, both domestic and international. Submit and follow up on the status to ensure that reimbursement requests are completed promptly. Submit travel disclosures for PHS-funded investigators, when applicable.
• Coordinate logistics of guest speakers for institute-wide events, such as departmental seminar series and/or annual conferences. This would include arranging conference room logistics, travel details, lodging, creating an agenda for meetings with Faculty, advertisement of the event, budgeting, catering, reimbursements, etc.
• Sensitivity and discretion in dealing with confidential matters are essential elements of this position.
• Details of established essential functions for this position will be addressed/discussed during the interview process.

REQUIREMENTS:

• High school diploma or equivalent (GED).
• Minimum three years directly related experience in an administrative role, in an environment such as medical, research, educational, or legal, where duties included preparing detailed and specific forms (i.e., grants, contracts, legal documents).
• Strong attention to detail and a high degree of accuracy in completing tasks.
• Ability to work independently, take initiative, follow through on assignments with minimal supervision, and proactively anticipate needs.
• Proven ability to interpret and apply complex policy guidelines, make informed decisions, and contribute to strategic planning and process improvement.
• Ability to work effectively with individuals from diverse backgrounds, and willingness to offer assistance without prompting.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), Adobe products, and other spreadsheet/database software used in financial analysis and management.
• Financial and accounting skills, including interpreting financial reports and making informed recommendations related to purchasing and hiring.
• Strong verbal and written communication skills. Must handle correspondence in a timely and professional manner, with a friendly and positive attitude.
• Excellent organizational skills to manage schedules, events, files, and documents for the lab and/or principal investigator (PI).
• Effective time management skills needed to meet deadlines and manage priorities efficiently.
• Resourcefulness and creative problem-solving skills to complete tasks across multiple domains.
• While subject to change based on business needs, this is an on-campus position requiring a minimum of 4 days per week working onsite from our La Jolla campus, with flexibility to work 1 day per week remotely from home.

COMPENSATION:
The expected hiring range for this position is $27.00 to $32.00/hourly, commensurate with experience. Consideration will be given to experience that exceeds the listed requirements.
COMPREHENSIVE BENEFITS INCLUDE:

• Employer Contributed Retirement Plan – Depending on eligibility, employees receive an employer contributed retirement plan (no employee contribution required) and the option to contribute to a 403(b) (which is similar to a 401(k) using your own pre or post-tax dollars)
• Full Suite of Health and Welfare plans including three medical plan options (including an HSA available option), dental, vision, life insurance, disability, EAP and more
• Access to Flexible Spending Accounts (Medical/Dependent Care)
• Competitive vacation and sick leave policies
• Free, on-site parking

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.