Administrative Coordinator - Translational Science Hub

Lundquist Institute for Biomedical Innovation at Harbor-UCLA; Torrance (CA); On-site; USD 40,000 - 43,000; Full time

Job summary

The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center is seeking a full-time Administrative Coordinator to support the Translational Science and Population Health Innovation Hub. You will organize daily operations, communications, and collaboration among investigators on campus.

Responsibilities include clerical and data-entry tasks, maintaining sponsor documents, coordinating meetings, and ensuring timely approvals.

Qualifications

• A minimum of a Baccalaureate Degree is strongly preferred but not required.
• 2–4 years of administrative/clerical experience (research/academic setting preferred).
• Effective written and verbal communication.
• Experience with project management is strongly preferred.
• Ability to manage multiple priorities in a dynamic environment.
• Demonstrated commitment to confidentiality and professional integrity.
• Experience with sponsored programs or research administration workflows.
• Familiarity with sponsored projects documents, budgets, approvals, and compliance considerations.
• Experience using research sponsor tracking systems or enterprise collaboration platforms.
• Comfort in engaging with a diverse group of partners and senior researchers.
• Familiarity with Microsoft Suite, including Office 365 and Teams.
• Familiarity with Adobe Acrobat and Forms Reconciliation
• Excellent organizational and time-management skills; strong attention to detail.

Responsibilities

• Manage filing, document management, and accurate 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.
• Schedule and maintain meeting records for all hub-related virtual and in-person meetings.
• Prepare agendas, record minutes, circulate action items, and monitor task completion.
• Assist with Hub travel and expense reimbursements per policy.
• 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.
• First point of contact for researchers and Hub staff; route inquiries to appropriate teams.
• Coordinate with Finance, HR, Procurement, IT, Compliance, and other units to resolve issues.

Skills

Written & Verbal Communication

Project Management

Confidentiality

Education

Baccalaureate Degree

Tools

Microsoft Office 365

Teams

Adobe Acrobat

Forms Reconciliation

Sponsor tracking systems

Job description

The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center is seeking a full-time Administrative Coordinator to support the Translational Science and Population Health Innovation Hub. You will organize daily operations, communications, and collaboration among investigators on campus.

Responsibilities include clerical and data-entry tasks, maintaining sponsor documents, coordinating meetings, and ensuring timely approvals.