Research Hub Admin & Grants Coordinator

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

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