SENIOR LABORATORY ADMINISTRATIVE COORDINATOR

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:  Senior Laboratory Administrative Coordinator

 

POSITION SUMMARY:

The Senior Laboratory Administrative Coordinator is responsible for providing administrative support to multiple Principal Investigators (PIs) and their laboratory members. Requires knowledge and skill set to manage complex tasks, larger groups, and additional department responsibilities. 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 AND DUTIES:

• 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. 

REQUIREMENTS:

• 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.

 

COMPENSATON:

The expected hiring range for this position is $31.87 to $35.52/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

 

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.