ADMINISTRATIVE ASSISTANT

ABOUT 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 six 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 SUMMARY:  The Lab Administrative Assistant is responsible for performing administrative support activities for academic departments, Principal Investigators (PIs) and Lab Admin Coordinators. 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.

 

POSITION TITLE:  Laboratory Administrative Assistant

 

RESPONSIBILITIES AND DUTIES:

• Submit and monitor service requests for IT, Facilities, Environmental Services, Shipping/Receiving and other support departments.
• Handle vendor/purchasing transactions such as obtaining quotes, placing orders, payment submissions, tracking and corrections.
• Assist with travel plans, including transportation, hotel reservations and processing expense reimbursements.
• Reconcile lab expenses and investigate transactions if needed. Submit and track PI and lab member reimbursement requests. Enter and monitor room reservations.
• Coordinate recruitment process, including submitting hiring requisitions, scheduling interviews, gathering and processing onboarding paperwork.
• Organize data entry submissions for visa processing with the International Services Office.
• Maintain directory information, distribution lists and lab rosters, including contact information and NIH eRA Commons user IDs.
• Train lab members on timesheet entries and monitor timesheet processing. Assist with departmental events including retreat and seminar coordination.
• Handle logistics for on-site vendors and other visitors including registration, parking, and escorting when needed.
• Responsible for other administrative duties as required within the department
• As needed, will assist with duties of additional, smaller labs under guidance of Sr. Lab Admin Coordinator or Admin Manager.
• Will assist in coverage of duties of Lab Admin Coordinators that are out on vacation/leave as needed.
• Details of established essential functions for this position will be addressed/discussed during the interview process.

 

 REQUIREMENTS:

• High school diploma or equivalent (GED
• Minimum 2 years directly related experience in an administrative role.
• Microsoft Office software including Excel, Word, PowerPoint, Outlook, as well as Adobe products.
•  Strong verbal and written communication skills.
• Must handle correspondence in a timely and professional manner, with a friendly and positive attitude.
• Strong organizational skills.
• Excellent time management skills to ensure tasks are completed in a timely manner.
• 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 work with others of diverse backgrounds, as well as willing to step in and offer assistance without prompting.

 

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 $22.30 to $26.00, commensurate with experience