Research Administrative Specialist/Project Coordinator
Sanford-Burnham Medical Research Institute - La Jolla, CA

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The Research Administrative Specialist will provide advanced-level administrative support to Senior-Level Scientific Executives and their research laboratories.

Supporting the research laboratories, will coordinate the grant application (pre-award) and administration (post-award) processes including independently researching and identifying funding opportunities, completing funding application submissions, and budgeting and forecasting grant expenditures; coordinate daily operations of the labs; assist with manuscript preparation and editorial responsibilities as needed; and perform other related duties and tasks as required or assigned.

Will also schedule and coordinate a broad variety of meetings attended by both internal and external contributors across multiple time zones. Will schedule meeting rooms and facilities; oversee proper set-up of audiovisual, computer and presentation equipment; coordinate catering, travel and transportation; work with meeting attendees to develop meeting agendas and goals; organize and maintain meeting minutes and summaries; and assist scientific staff with preparation of meeting materials and presentations.

In a project coordinator role, the Research Administrative Specialist will also provide support to project teams by tracking and documenting project progress, timelines and deliverables; organizing and maintaining project documents and data; documenting and tracking resources and associated allocations; tracking project budgets; and other related tasks.

Required Skills

Required Experience

Requires a high school diploma or an equivalent combination of education, training and/or experience from which comparable knowledge, skills and abilities have been attained. Requires a minimum of 6 years (typically up to 10 years) of directly-related administrative support experience. A minimum of 3 years of administrative support experience at Sanford-Burnham or a similar Institute is required.

Must have a demonstrated in-depth knowledge and understanding of grant proposals and procedures, including previous experience with budgets, financial spreadsheets, and reconciliation of grant spreadsheets; and previous experience overseeing the daily operations of a large research laboratory.

Requires the ability to work well independently with minimal supervision and under strict deadlines while managing a variety of projects of various complexities.

Requires strong analytical and organizational skills, excellent verbal/written communication and interpersonal skills, professional proficiency in Microsoft Office, Reference Manager, EndNote, Chem-Draw, and the ability to learn department-specific computer systems as needed.

Bachelors degree is preferred as is previous project management/coordination experience.

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