Job Description

Requisition Number 06857
Department Name: Chemistry - CA
Position Type: Full Time
Position Title Laboratory Administrative Coordinator
Position Summary:

To varying degrees, Administrative Professionals under Research & Academic Affairs perform administrative support activities for multiple supervisors, typically Principal Investigators, as well as for members of their laboratories. A Laboratory Adminstrative Coordinator is an integral part of the research team at Scripps Research. This role will require knowledge, interaction and communication with each division of Scripps Research from Faculty, Departments, Graduate Studies, Research Services, Support Services, Human Resources, the Kresge Library and the offices that comprise each of these divisions. Sensitivity and discretion in dealing with confidential matters is an essential element of this position.

Position Description

Responsibility and duties, including but not limited to:

Grant Preparation. Work with PI and PreAward in the Office of Sponsored Programs to assemble and submit grant applications in a timely and thorough manner. Work with subcontractor(s) to obtain all required compliance documentation ensuring that deadlines are maintained for successful submission, and completion of progress reports.

Grant Management. In conjunction with the PostAward division of the Office of Sponsored Programs, responsible for systematic monitoring of awards utilizing reports and spreadsheets. Management of appropriate spending and carryforward dollars from grants, including fellowship and postdoctoral awards, reimbursements and rebudgets. Responsible for maintaining compliant effort reporting for PI and personnel.

Grant Related Activities. Maintain current biosketches and other support 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 the policies and practices related to ensuring publications are PMCID compliant.

Lab Support. Work with various offices on campus, such as: preparation and submission of POs for lab ordering with Procurement, Payroll department and completion of timesheets, 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 biosafety.

Recruitment and Onboarding New Hires. Planning travel, agendas, lunches, and accommodations for job candidates. Working closely with Human Resources, and, if necessary, the International Office for visa requirements to onboard new employees in a timely and efficient manner.

Calendar and appointments for PI. Maintain busy calendar for PI, organize tele/videoconferences and meetings between multiple locations, time zones and/or groups.

Travel and Reimbursements. Arrange and coordinate travel for PI to scientific meetings, both domestic and international. Submit and follow up on status, to ensure that reimbursements are completed promptly.

Seminars/Conferences. Coordinate logistics of guest speakers to Institute-wide events, such as annual seminar series and/or annual conferences. This would include arranging conference room logistics, travel details, creating an agenda for meetings with Faculty, advertisement of the event, budgeting, catering, reimbursement, etc.

Location: California
Additional Information:
Physical Requirements:

With or without reasonable accommodation, employees in this position must be able to sit and type at a computer terminal for up to 8 hours per day with appropriate breaks and perform tasks that require fine dexterity and repetitive motions using the arms, hands, wrists and fingers. Further details of established essential functions for this position will be addressed/discussed during the interview process.

Basic Qualifications:

High school diploma or equivalent (GED).
Minimum three years directly related experience as an administrative assistant in an environment such as medical, research, educational or legal where duties included preparing detailed and specific forms (i.e. grants, contracts, legal documents);

Team player - ability to work with others of diverse backgrounds, as well as willing to step in and offer assistance without prompting

Willingness to learn - adaptable and capable of learning new skills.

Adept in use of technology - familiar with Microsoft Office software, such as Excel, Word, PowerPoint, Outlook, as well as Adobe products.

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

Strong verbal and written communication skills - handling incoming correspondence in a timely and professional manner, with a friendly and positive attitude.

Organization - strong organization 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.

Time management - excellent time management is crucial and, as the main resource for your team, you need to accurately plan your tasks and the time they will take.

Strategic planning - must be able to prioritize your tasks in order of importance or plan out processes for the entire office to follow.

Resourcefulness - be resourceful in getting tasks done, through multi-tasking and creative thinking skills.

Detail oriented - handle communications effectively with thought toward outcome and process, to ensure that your work is accurate and trustworthy.

Anticipating the need of others - the ability to anticipate needs and complete important tasks without necessitating reminers. Taking the initiative to support the PI and their lab members and/or provide constructive criticism when needed.

Preferred Qualifications:
Job Closing Date:
Open Until Filled No
Job Posting Category Administrative & Support
EEO Statement

The Scripps Research Institute is an Equal Opportunity Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status.

Application Instructions

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