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ADMINISTRATIVE COORDINATOR
Job Description
DescriptionABOUT US: Scripps Research is ranked one of the most influential institutions in the world for its impact on innovation. We expand basic knowledge in the biosciences, and use these fundamental advancements to develop profound innovations that improve wellbeing. Our educational and training programs mold talented and committed students and postdocs into leading edge scientists. Scientists in the institute's five academic research departments work hand-in-hand with researchers of the Scripps Research Translational Institute and Calibr to 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 to better 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: Laboratory Administrative Coordinator
POSITION SUMMARY:
The Lab Administrative Coordinator is responsible for performing administrative support activities for multiple supervisors, typically Principal Investigators (PIs), as well as for members of their laboratories. This role will require knowledge, interaction, and communication with each division of Scripps Research. Sensitivity and discretion in dealing with confidential matters is an essential element of this position.
RESPONSIBILITIES & DUTIES:
- Responsible for assembling required documents for 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, 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 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 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/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 on boarding 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, to include organizing tele/video conferences and meetings between 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 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.
- 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).
- Ability to work with others of diverse backgrounds, as well as willing to step in and offer assistance without prompting.
- Capable of learning new skills.
- 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 PI and/or lab member 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 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.
PHYSICAL REQUIREMENTS:
May include: Stationary position for an extended period of time, lifting, traverse campus/facility as needed, operate machinery such as computer, phone, copy machine; exposure to cold or hot temperatures
COMPENSATION:
The expected hiring range for this position is $27.00 to $32.00, 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)
- Remote/Hybrid/Flexible work schedules (Dependent on role)
- Competitive vacation and sick leave policies
- Free, on-site parking
The above statements describe the level of work performed and expected in general terms. The statements are not intended to list all the responsibilities, duties and/or skills required of employees so classified, and the content herein is subject to change due to the business needs of Scripps Research, with or without notice. Furthermore, nothing in this job description shall be interpreted to be in conflict with or to eliminate or modify in any way the employment-at-will status of Scripps Research staff.
EEO Statement:
The Scripps Research Institute is an Equal Opportunity Employer. We promote diversity of thought, culture and background in the fields of science. 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. Underrepresented individuals are encouraged to apply.
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.
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