ADMINISTRATIVE COORDINATOR

Scripps Research; San Diego (CA); On-site; USD 85,962,000 - 103,155,000; Full time

Benefits offered by this job

Employer Contributed Retirement Plan

Health and Welfare plans

Flexible Spending Accounts

Paid vacation and sick leave

Free on-site parking

Job summary

Scripps Research in La Jolla, CA seeks a proactive Laboratory Administrative Coordinator to provide comprehensive administrative support to multiple Principal Investigators and their teams. You will handle grant submissions, award management, travel logistics, onboarding, and event coordination in a fast-paced, collaborative lab environment.

The ideal candidate has 3+ years in a similar role, strong organizational and communication skills, and proficiency with MS Office and Adobe products.

Qualifications

• High school diploma or equivalent; bachelor’s degree preferred, or equivalent experience.
• At least three years in an administrative role within medical/research/educational environments.
• Proficiency with MS Office, Adobe products, and related financial analysis tools.
• Ability to interpret policies, manage grant spending, and support complex processes.

Responsibilities

• Coordinate grant submissions and compliance documentation with sponsors.
• Monitor award finances, carry-forward balances, reimbursements, and re-budgeting.
• Support lab compliance: IACUC/IBC/IRB, biosketches, and Other Support pages.
• Handle purchasing, timesheets, IT coordination, facilities repairs, and EH&S training.
• Assist HR and International Services with recruiting and onboarding.
• Manage PI calendars and organize high-level meetings and conferences.
• Coordinate domestic and international travel logistics and expenses.
• Support manuscript submissions and material transfer agreements.

Skills

Excellent communication

Strong organizational skills

Independent initiative

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Adobe products

Job description

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:

Laboratory Administrative Coordinator

Position Summary

Join one of the world’s premier biomedical research institutions and play a pivotal role at the heart of groundbreaking science. We are seeking a proactive, highly organized Administrative Professional to provide comprehensive administrative support to multiple Principal Investigators (PIs) and their research teams. As a central point of coordination, you will ensure the smooth daily operations of busy scientific labs, from grant submissions and award management to travel, onboarding, and event logistics. The ideal candidate is a motivated self-starter who excels in a fast‑paced environment, works independently, and anticipates needs before they arise. This is more than an administrative role; it is an opportunity to serve as a trusted partner to world-renowned researchers, collaborate across nearly every division at Scripps Research, and develop expertise that supports the entire lifecycle of scientific work. The ideal candidate thrives on variety, takes pride in careful execution, and seeks an environment where science makes a difference.

Responsibilities & Duties

• Coordinate and compile research grant proposal submissions of varying scope, ensuring compliance with intricate federal and sponsor requirements. Work collaboratively with subcontractors to secure compliance documentation and keep submissions on track.
• Partner with the Post‑Award division of OSP to proactively monitor and strategically manage award finances, track spending, optimize carry‑forward balances, process reimbursements, and execute re‑budgets.
• Support lab compliance by helping to maintain documentation such as IACUC, IBC, and IRB approvals, biosketch templates, Other Support pages, and publication compliance. Assist with preparing and submitting Just‑in‑Time (JIT) requests, progress reports (RPPRs), and final RPPRs.
• Assist PIs and laboratory staff with a variety of operational tasks, including processing purchase orders, reviewing and approving timesheets, coordinating with IT Services, working with Facilities to arrange repairs and equipment maintenance, keeping track of EH&S training and biosafety compliance for lab members, and handling outgoing shipments.
• Collaborate with the Human Resources and International Services departments and assist with recruiting and onboarding new lab personnel.
• Manage PI’s calendars, orchestrating high‑level meetings and organizing scientific conferences.
• Coordinate domestic and international travel for PIs and lab members, handling logistics, bookings, itineraries, and expense reimbursements.
• Coordinate logistics for institute‑wide events and visiting guest speakers to deliver memorable, high‑impact scientific gatherings.
• Assist throughout the entire research process by supporting manuscript submissions, invention disclosures, and Material Transfer Agreements, facilitating the transformation of scientific breakthroughs into published and protected innovations.
• Take on additional coordination responsibilities to advance the lab’s mission.
• Details of established essential functions for this position will be addressed/discussed during the interview process.

Requirements

• High school diploma or equivalent (GED) required; bachelor’s degree preferred, or an equivalent combination of education and directly related experience.
• At least three years of experience in an administrative role within a medical, research, educational, or legal environment, with duties that included preparing detailed forms such as grants, contracts, or legal documents.
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), Adobe products, and other spreadsheet and database software for financial analysis and management.
• Ability to interpret and apply complex policy guidelines, make informed decisions, and contribute to process improvements.
• Ability to interpret financial reports and make informed recommendations on grant spending, purchasing, and hiring decisions.
• Strong organizational skills with the ability to manage competing priorities, maintain accuracy across multiple tasks, and meet deadlines reliably.
• Excellent written and verbal communication skills, including drafting professional correspondence, summarizing complex information, and communicating effectively across all levels of the organization.
• Ability to work independently, take initiative, follow through on assignments with minimal supervision, and proactively anticipate needs.
• Adaptable and open to developing new skills in a dynamic research environment.
• While subject to change based on business needs, this is an on‑campus position requiring a minimum of 4 days per week working onsite from our La Jolla campus, with flexibility to work 1 day per week remotely from home.

Compensation

The expected hiring range for this position is $30.00 to $36.00, commensurate with experience.

Comprehensive Benefits Include

• Employer Contributed Retirement Plan – Depending on eligibility, employees receive an employer contributed retirement plan (no employee contribution required) and the option to contribute to a 403(b) (which is similar to a 401(k) using your own pre or post‑tax dollars)
• Full Suite of Health and Welfare plans including three medical plan options (including an HSA available option), dental, vision, life insurance, disability, EAP and more
• Access to Flexible Spending Accounts (Medical/Dependent Care)
• Competitive vacation and sick leave policies
• Free, on‑site parking

The above statements describe the level of work performed and expected in general terms. The statements are not intended to list all the responsibilities, duties and/or skills required of employees so classified, and the content herein is subject to change due to the business needs of Scripps Research, with or without notice. Furthermore, nothing in this job description shall be interpreted to be in conflict with or to eliminate or modify in any way the employment‑at‑will status of Scripps Research staff.

EEO Statement

The Scripps Research Institute is an Equal Opportunity Employer. We promote diversity of thought, culture and background in the fields of science. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status. Underrepresented individuals are encouraged to apply.