Administrative Coordinator, Systems Medicine & Precision Prevention Hub

The Lundquist Institute; Torrance (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center in Los Angeles County is seeking a Research Hub Administrative Coordinator. This role provides reliable administrative and operational support to ensure smooth daily operations of the Research Hubs and coordinates with investigators, HR, finance and ORA staff.

You will handle clerical tasks, budgeting, personnel records, data entry, and compliance, while acting as a central point of contact to enable efficient

Qualifications

• High school diploma or equivalent; associate degree or relevant training preferred.
• 2–4 years in administrative/clerical work; research/academic setting a plus.
• Proficiency with MS Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills with attention to detail.
• Excellent written and verbal communication.
• Ability to manage multiple priorities in a dynamic environment.
• Commitment to confidentiality and professional integrity.

Responsibilities

• Manage filing, document management, and recordkeeping for sponsored projects.
• Process incoming/outgoing correspondence; route documents and track approvals/signatures.
• Review and organize sponsored projects related documents (proposals, budgets, commitments) for routing and archival per policy.
• Maintain centralized calendars for Hub activities, meetings, deadlines, and milestones; arrange venues/virtual links and attendee lists.
• Prepare agendas, record minutes, circulate action items, and monitor task completion.
• Assist with Hub travel and expense reimbursements per policy.
• Coordinate payroll allocations in partnership with Investigators and HR.
• Onboard new employees with HR liaison and maintain documentation.
• Review timecards in Paycom.
• Enter and maintain data in sponsor-tracking systems and e-forms.
• Support pre-award and award workflows; ensure proper retention and archival.

Skills

Communication skills

Organizational skills

Time management

Discretion/Confidentiality

Education

High school diploma or equivalent; associate degree or relevant administrative training preferred.

2–4 years in administrative/clerical work; research/academic setting a plus.

MS Office proficiency

Strong organizational and time management skills

Excellent written and verbal communication

Ability to manage multiple priorities in a dynamic environment

Commitment to confidentiality and professional integrity

Tools

MS Office Suite

Job description

About Us

The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center (TLI) is Los Angeles County's preeminent independent, not-for-profit biomedical research hub, excelling in transforming scientific breakthroughs into practical therapies. With a $90 million annual budget, TLI is home to over 150 investigators and 500 staff, advancing 600 projects in areas such as Infection and Immunity, Cancer, and Women's Health. Founded in 1952, the Institute continues to train physician-scientists and manage healthcare programs for 60,000 underserved families throughout South Los Angeles.

Summary

The Research Hub Administrative Coordinator provides reliable administrative and operational support to ensure smooth daily operation of the Research Hubs. Embedded within the Hubs, this position works directly with Investigators and Executive Directors to coordinate financial, personnel, and reporting activities, allowing Executive Directors, researchers, and administrators to concentrate on research development, pre-award, and award management. The Coordinator serves as a central point of contact for Hub activities, enabling efficient collaboration among Research Hub Executive Directors, ORA staff, Investigators, HR, Finance, and other stakeholders.

Duties And Responsibilities

Clerical and Administrative Support

• Manage filing, document management, and recordkeeping for sponsored projects.
• Process incoming/outgoing correspondence; route documents and track approvals/signatures.
• Review and organize sponsored projects related documents (proposals, budgets, commitments) for routing and archival per policy.
• Maintain centralized calendars for Hub activities, meetings, deadlines, and milestones; arrange venues/virtual links and attendee lists.
• Prepare agendas, record minutes, circulate action items, and monitor task completion.
• Assist with Hub travel and expense reimbursements per policy.

Financial and Grant Administration

• Prepare and maintain Faculty Salary Encumbrance Documents (FSED).
• Coordinate payroll allocations in partnership with Investigators, obtaining the applicable lists of employees and accounts to be charged and processing allocations accordingly.

Personnel and HR Support

• Work with the HR liaison to onboard new employees (access provisioning, distribution lists, orientation materials), ensuring a smooth start and complete documentation.
• Review and approve employee timecards in Paycom.

Data Entry, Compliance, and Documentation

• Coordinate and manage publication data, biosketches, and related support documents on behalf of the Hubs and their Investigators.
• Maintain accurate documentation and facilitate streamlined communications in support of daily operations.
• Enter and maintain data in sponsor-tracking systems, e-forms, and purchasing systems.
• Perform preliminary document checks for completeness, flag discrepancies.
• Support pre-award and award workflows (checklists, approvals, routing queues, etc.).
• Ensure proper retention and archival in line with records management standards.

Communication and Stakeholder Liaison

• First point of contact for researchers and Hub staff; route inquiries to appropriate teams.
• Prepare reports for Hub metrics reporting to TLI leadership and other stakeholders.
• Coordinate with Finance, HR, Procurement, IT, Compliance, and other TLI units to resolve administrative issues.

Operational Support and Process Improvement

• Keep operations within and across Hubs aligned with agreed practices, procedures, roles and responsibilities.
• Identify opportunities to streamline routine tasks and contribute to process improvements.

Compliance and Risk Management

• Maintain confidentiality and ensure compliance with data privacy, security, and records policies.

Collaboration and Stakeholder Engagement

• Act as a central contact for Hub activities to facilitate efficient collaboration across Executive Directors, ORA staff, Investigators, HR, Finance, and other stakeholders.
• Foster a service-oriented environment that enhances investigator and sponsor satisfaction.
• Coordinate Hub events, including lectures and working groups.

EDUCATION

• High school diploma or equivalent; associate degree or relevant administrative training preferred.
• 2–4 years of administrative/clerical experience (research/academic setting a plus).
• Proficiency with the entire MS Office Application Suite.
• Excellent organizational and time-management skills; strong attention to detail.
• Effective written and verbal communication.
• Ability to manage multiple priorities in a dynamic environment.
• Demonstrated commitment to confidentiality and professional integrity.

Qualifications

• Experience with sponsored programs or research administration workflows.
• Familiarity with sponsored projects documents, budgets, approvals, and compliance considerations.
• Experience using sponsor tracking systems or enterprise collaboration platforms.
• Comfortable engaging with diverse stakeholders and senior researchers.

Position requires a background check and health clearance

Equal Opportunity Employer/Affirmative Action/Drug-Free Workplace