Research Hub Operations Coordinator

Lundquist Institute for Biomedical Innovation at Harbor-UCLA; Torrance (CA); On-site; USD 39,000 - 44,000; Full time

Job summary

The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center in Torrance, CA is seeking a Research Hub Administrative Coordinator. You will provide essential administrative and operational support to Research Hubs, coordinating financial, personnel, and reporting activities.

Key duties include clerical tasks, payroll and travel reimbursements, HR onboarding, data entry, compliance, calendar management, and preparing hub reports.

Qualifications

• 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.

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.
• Data Entry, Compliance, and Documentation: Coordinate and manage publication data, biosketches, and related support documents on behalf of the Hubs and their Investigators.
• 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.

Skills

Administrative experience

MS Office

Organization & time management

Written and verbal communication

Education

High school diploma or equivalent

Associate degree or relevant administrative training

Tools

MS Office Suite

Job description

The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center in Torrance, CA is seeking a Research Hub Administrative Coordinator. You will provide essential administrative and operational support to Research Hubs, coordinating financial, personnel, and reporting activities.

Key duties include clerical tasks, payroll and travel reimbursements, HR onboarding, data entry, compliance, calendar management, and preparing hub reports.