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 organ