Administrative Specialist

2 weeks ago


La Jolla, United States Sanford Burnham Prebys Medical Discovery Institute Full time

Sanford Burnham Prebys is a preeminent, independent biomedical research institute dedicated to understanding human biology and disease, and advancing scientific discoveries to profoundly impact human health._

**Summary**:
Under limited direction, the Administrative Specialist is responsible for all functions and duties of the Cancer Center Director’s office. In addition, the Administrative Specialist is responsible for managing grants, manuscripts, and other activities associated with the Cancer Center Director’s laboratory. The Administrative Specialist is expected to perform all duties with the highest attention to detail and professionalism.

**Duties and Responsibilities**:

- Provides high-level project management, coordination, and administrative support for the Cancer Center Director in Cancer Center operations, including:

- Oversees daily operations of the Director’s office, including liaising with internal and external leadership and administrative departments
- Schedules meetings and maintains Director’s calendar
- Organizes multi-participant meetings, seminars, and symposia; develops supporting materials such as agendas, records, and minutes
- Organizes meetings for the Cancer Center, including Cancer Center Leader Team, External Advisory Board, Internal Advisory Board, Community Advisory Board, and the Cancer Center Faculty Retreat
- Organizes visits of potential recruits and respective logistics associated with their visit.
- Organizes the Cancer Center Seminar series, Open House, and other community events sponsored by the Community Advisory Board. Serves as the contact person for the CAB.
- Processes and oversees the payment of Cancer Center invoices and reimbursements
- Drafts responses and replies to inquiries of both routine and non-routine nature
- Manages via myNCBI publications for the Cancer Center Support Grant
- Coordinates the updates to the Cancer Center web pages
- Coordinates travel arrangements for laboratory personnel attending scientific conferences and meetings
- Manages lab budgets and expenditures
- Coordinates the completion of research compliance documentation, including but not limited to IACUC, IRB, and IBC
- Coordinates recruitment of laboratory personnel
- Coordinates annual reviews for laboratory personnel
- Consults and performs functions associated with manuscripts/publications, including the inclusion of references (endnote), proofreading, formatting and submissions, and maintaining scientific personnel bibliographies in various systems
- Distributes mail and correspondence

**Education and/or Experience**:

- Bachelor’s degree or higher
- Five years directly related administrative support experience or equivalent training and/or experience from which comparable knowledge, skills and abilities have been attained
- Experience with grant management and administration and event project management required
- Previous experience in an academic or scientific research environment required
- Proof of full COVID-19 Vaccination

**Other Knowledge, Skills and/or Abilities**:

- Knowledge of grant proposal and manuscript preparation processes
- Familiarity with generally accepted accounting, fiscal, and reporting principles
- Works independently as well as in a team environment with mínimal supervision and under strict deadlines while managing a number of operations in parallel
- Professional proficiency with Microsoft Office, Adobe Acrobat, and EndNote
- Ability to learn department-specific computer systems as needed
- Be responsible and have strong time management skills
- Ability to analyze and resolve issues of complexity
- Possess strong attention to detail and organizational skills
- Advanced knowledge and skill in the management of virtual meetings held via Zoom
- Demonstrate professional communication (written and verbal) and interpersonal skills

**Supervisory Responsibilities: Compensation**:
No

**Compensation**:
The expected hiring range for this position is $65,000 - $75,000 annually commensurate with relevant experience.

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the Institute reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the Institute anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).



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