Research Hub Administrative Coordinator

The Lundquist Institute; Torrance (CA); On-site; USD 50,000 - 65,000; Full time

Job summary

The Lundquist Institute is seeking an Administrative Coordinator to provide reliable administrative and operational support for Research Hubs. You will work with Investigators, Executive Directors, HR, Finance, and other stakeholders to coordinate budgets, personnel, and reporting, enabling researchers to focus on science.

Responsibilities include clerical support, payroll coordination with Paycom, onboarding, timecard approvals, and data management for sponsor tracking systems; a collaborative,

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 2–4 years of administrative/clerical experience.
• Proficiency with MS Office applications.
• Experience with sponsored programs or research administration workflows.
• Excellent organizational and time-management skills.

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 documents for routing and archival.
• Maintain centralized calendars for Hub activities and milestones.
• Prepare agendas, record minutes, circulate action items, and monitor tasks.
• Assist with Hub travel and expense reimbursements per policy.
• Coordinate payroll allocations with Investigators and processing lists.
• Onboard new employees with HR liaison and ensure documentation.
• Review and approve employee timecards in Paycom.
• Coordinate and manage publication data and biosketches for hubs.
• Enter and maintain data in sponsor-tracking and purchasing systems.
• Support pre-award and award workflows and checklists.
• Ensure proper retention and archival of records.
• Serve as first point of contact for researchers and Hub staff.

Skills

Administrative support

Communication

Organizational skills

Time management

Education

High school diploma or equivalent; associate degree preferred

Tools

MS Office

Paycom

Sponsor tracking systems

Job description

The Lundquist Institute is seeking an Administrative Coordinator to provide reliable administrative and operational support for Research Hubs. You will work with Investigators, Executive Directors, HR, Finance, and other stakeholders to coordinate budgets, personnel, and reporting, enabling researchers to focus on science.

Responsibilities include clerical support, payroll coordination with Paycom, onboarding, timecard approvals, and data management for sponsor tracking systems; a collaborative,