Apply on Employer Site

Scripps Research · 7 hours ago

SENIOR LABORATORY ADMINISTRATIVE COORDINATOR

San Diego, CA

Full-time

Hybrid

Senior Level

$31.87/hr - $35.52/hr

5+ years exp

Scripps Research is a nonprofit biomedical institute known for its impactful innovations in various scientific fields. The Senior Laboratory Administrative Coordinator is responsible for providing administrative support to Principal Investigators and their laboratory members, managing complex funding portfolios, and assisting with grant applications and compliance documentation.

BiopharmaBiotechnologyMedical

Responsibilities

Manage complex funding portfolio, including funding from for-profit entities, and federally funded multi-component awards

Work in tandem with PIs to manage Significant Financial Interests related to consulting agreements

Preparation and maintenance of documents required for prestigious scientific award nominations

Basic understanding of animal and human subject research, and able to assist with completing required IRB and IACUC forms

Capable of understanding and performing tasks within various institute systems that support administrative department functions, including but not limited to updating personnel information, placing orders, submitting core service requests, grants preparation, etc

Responsible for mentoring Lab Admin Assistants in system performance as needed

Responsible for 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 and Compliance 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 maintained

In conjunction with the PostAward division of the Office of Sponsored Programs, will be responsible for systematic monitoring of awards, including fellowship and postdoctoral awards, and 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 current biosketches and other supporting documentation for Investigator(s), as well as certifying that all assurances and approvals are in place for any regulatory agencies, as needed for annual progress reports. This requires familiarity with policies and practices for ensuring publications comply with funding agency requirements

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/Telecom 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 PI(s), to include organizing tele/video conferences and meetings between multiple locations, time zones and/or groups

Arrange and coordinate travel for PI(s) to scientific meetings, both domestic and international. Submit and follow up on 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, advertising the event, budgeting, catering, reimbursements, etc

Provide feedback on system implementation, process rollouts, and training materials

Details of established essential functions for this position will be addressed/discussed during the interview process

Qualification

Grant preparationFinancial/Accounting skillsMicrosoft OfficeAdministrative supportOrganizational skillsResourcefulnessStrategic planningCommunication skillsTime managementDetail oriented

Required

High school diploma or equivalent (GED)

Extensive experience (minimum five years) with 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)

Ability to work with others of diverse backgrounds, as well as willing to step in and offer assistance without prompting

Capable of learning new systems

Microsoft Office software including Excel, Word, PowerPoint, Outlook, as well as Adobe products

Financial/Accounting skills including the ability to understand and make purchasing and hiring decisions based on financial reports

Strong verbal and written communication skills. Must handle correspondence in a timely and professional manner, with a friendly and positive attitude

Strong organizational skills needed to keep yourself, as well as the lab(s) organized. This includes coordinating group schedules, events, and files in addition to the PI and/or lab members documents

Excellent time management skills to ensure tasks are completely in a timely manner

Strategic planning to prioritize your tasks in order of importance or plan out processes for the entire office to follow

Resourcefulness in completing tasks, through multi-tasking, problem solving and creative thinking skills

Detail oriented capability, including the ability to handle activities effectively with thought toward outcome and process, to ensure that your work is accurate and trustworthy

Ability to anticipate the need of others and complete important tasks without necessitating reminders. Taking the initiative to support the PI and their lab members and/or provide constructive criticism when needed

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

Benefits

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