Research Admin Coordinator III at Sanford Burnham Prebys in San Diego, California

Job Description:

The duties and responsibilities contained in the job description are intended to be examples of the accountabilities for which the person in the position will demonstrate competency through performance. The job description is not intended to be an all-inclusive list. Duties and responsibilities are subject to change and other duties may be assigned as necessary within the scope of the Research Administrative Services (RAS) department.

Summary:
The Research Administrative Coordinator III (RAC III) reports directly to the RAS Director and provides advanced level administrative support to multiple Institute Faculty (Principal Investigators) and affiliated lab personnel, including pre/post-award coordination, addressing lab related inquiries, maintaining filing systems, processing paperwork, composing correspondence, coordinating meetings, and making travel arrangements. Receives direction from RAS department Supervisor, RAS Director, and PI, and completes all duties in accordance with Institute and department policies and procedures and in collaboration with other Administrative or Scientific departments.

Works both independently and as a team member; with limited guidance, prioritizes and executes responsibilities.

The Research Administrative Coordinator role is a career progression series with increasing levels of competence and responsibility. The position provides administrative support to the Institute's faculty and their labs through direct service or cross trained personnel.

Duties and Responsibilities:
• Supports faculty and lab administrative activities through demonstrated competency in all responsibilities of the Research Administrative Coordinator series including but not limited to general office duties, paper and electronic file maintenance, and preparation of correspondence.

• Serves as the lab staff's first point of contact for assistance with other administrative departments.

• Establishes priorities and organizes workload to meet deadlines. Utilizes calendaring resources to ensure Faculty receives adequate information and reminders on approaching deadlines to ensure goals and objectives are met.

• Provides administrative and quality control regarding purchasing card statements and expense reports, in compliance with all Institute policies and deadlines; in addition to other finance related duties (i.e., preparation of check requests, compiling documentation for reimbursements, etc.).

• Maintains monthly summary of financial reports, time and effort certificates, and ensures timely submission of approved financial reports with Research Accounting.

• Oversees and participates in the distribution of communications and information to the lab group members.

• Implements and maintains data tracking and evaluation of awarded grants, independently or collaboratively, assists in the compilation of progress report(s) and final progress report(s) with Sponsored Research Office (SRO), Research Accounting, and Intellectual Property (Invention and Patent) by preparing material for the reports through computerized data, library materials, external agencies, etc.

• Serves as liaison with administrative departments including, but not limited to: Payroll, IT, Research Accounting, Finance, Facilities, Procurement, Human Resources, and Sponsored Research, and the Office of Education, Training, and International Services (OETIS).
• Coordinates with HR and OETIS regarding lab recruitments per institute policy and procedures; tracks information regarding recruitment efforts, lab promotion activity, and regularly communicates this information with assigned faculty.

• Coordinates all travel arrangements; flights, lodging, ground transportation, meals, appropriate documentation (W9, media release, etc.) forms for invited speakers, recruitment candidates, and for the PI when the need arises.

• Coordinates, schedules, and facilitates complex activities and a variety of meetings, conferences, seminars/symposia with internal and external collaborators; extensive event project planning (venue selection, hotel contracts, travel, etc.) independently or in collaboration with the RAS Events Team.

• Maintains calendar for assigned faculty as needed or requested.

• Tracks, maintains, and collects supporting documentation of faculty activity to ensure appropriate information is provided to Finance department following Institute, NIH, NCI, and other funding agency compliance guidelines.

• Maintains familiarity with federal and state grant rules and processes.

• Works with faculty to prepare and maintain biographies, statements of research, bibliographies, lists of publications, new publications and curriculum vitae. Manages submissions of publications to the digital archive PubMed Central.

• Assists and maintains manuscript submission(s) and compliance with NIH Public Access Policy; organizes and formats manuscripts in accordance with journal guidelines, proofreads draft(s), manipulates/positions/organizes graphs, figures, tables, and charts, and uses EndNote bibliography software in providing citations for the manuscript.
• Renews PI's annual membership in scientific societies.
• Perform other related tasks, duties and responsibilities as required, assigned or directed.

Required Education, Experience and Skills:
• Bachelor's Degree in a related field (Business Management, Public Administration, Communications) and 2 years' experience; Technical training and experience from which comparable knowledge, skills and abilities have been attained may be substitute for education (4-6 years of directly related work experience).
• Experience (4-6 years) providing administrative support in a high-demand, challenging environment in academia or scientific research (preferred); previous grant administration; pre- and post-award.
• Excellent attention to detail, organizational and time management skills, demonstrating an ability to set up workflow processes and prioritize responsibilities.

• Able to work onsite regularly to facilitate completion of training, meet faculty and lab needs, and/or the Institute's needs.

• Able to consistently arrive at work on time and be present when needed; ensures work responsibilities are covered when planned absences arise.

• Proficiency with office equipment, computers, and Microsoft Office suite.

• Intermediate-advance skill in virtual meeting setup and hosting in Zoom and Microsoft Office Teams.

• Working knowledge and experience of federal, state, and local agency practices, processes, and guidelines, with a view to familiarity with other sponsors.

• Proven experience in all aspects of coordinating meetings, conferences, special events, including site selection, catering, audiovisual services, travel arrangements (domestic & international), procurement, honoraria, travel reimbursements.

Additional Requirements and Preferred Qualifications:
• Able to meet the Institute's Performance Standards; learn and be proficient with pertinent internal systems.

• Able to demonstrate respect and civility in all aspects of the job; maintain confidentiality and exercise discretion and/or judgment.

• Able to work under pressure, prioritize on short notice, meet, or exceed strict deadlines, and support multiple projects with varying degrees of complexity. Able to be flexible and adaptable to frequent change and unexpected delays.

• Able to work independently as well as in a team environment while providing administrative support in an academic, scientific, research environment.

Compensation:

The expected compensation for this position is between $65,000 - $80,000/annually commensurate with experience.

Sanford Burnham Prebys celebrates the rich diversity of our scientists, students and staff, who hail from more than 30 countries. Our diverse and inclusive environment catalyzes innovation and fuels discovery, enhancing the value and impact of our research.

We welcome talented individuals of all backgrounds regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, military or veteran status. We are proud to be an equal opportunity employer.

If you need an accommodation seeking employment with Sanford Burnham Prebys, please email accommodations@sbpdiscovery.org. Accommodations are made on a case-by-case basis.

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