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

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The Research Administrative Specialist will provide advanced-level administrative support to a Senior-Level Scientific Executive and associated research laboratory.

Under limited direction, will assist with the preparation of grant applications (including large cooperative grants) and reports in compliance with funding agency and institutional policies and guidelines; interpret grant and funding agency requirements and regulations and disseminate information to Principal Investigators and collaborators; work with subcontractors to ensure compliance with agency and institutional guidelines; develop grant budgets and manage budgets and expenditure forecasts; independently research and identify funding opportunities; prepare grant updates and progress reports; and other related duties and tasks as required or assigned.

Leading all administrative aspects of manuscript submissions, will also edit and proofread manuscripts and grants for compliance with journal/funding agency specifications and assist with the completion of all graphs and illustrations for data submissions.

Will maintain calendars for the lab and PI and coordinate complex travel including organizing extensive domestic/international air travel and lodging arrangements for PI, lab staff, and visitors/symposia speakers. Manage travel expenses budgets and reimbursements under institutional reporting requirements.

The Research Administrative Specialist will also schedule and coordinate a broad variety of meetings attended by both internal and external contributors. 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

Will also coordinate the daily operations of the research laboratory including assisting with ordering supplies and managing lab expenses; coordinating annual reviews for lab personnel; and other related duties and tasks.

Required Skills

Required Experience

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

Must have a demonstrated in-depth knowledge and experience with grant preparation and submissions, including previous experience with budget development, substantive editing, page layout and graphic preparation. Must be able to complete multiple, concurrent grant submissions and prior experience/familiarity with scientific research nomenclature is strongly preferred. Previous experience with manuscript preparation and submission procedures, including editing, page layout and graphic preparation is required.

Requires a professional demeanor and strong analytical and organizational skills along with excellent verbal/written communication and interpersonal skills. Must have demonstrated experience interacting with senior level principal investigators and executives.

Must have professional proficiency in Microsoft Office, Adobe Photoshop, Adobe Illustrator, Endnote, and the ability to learn department-specific computer systems as needed.

Position will require a flexible work schedule, including occasional overtime as needed.

Bachelor’s degree preferred.