Administrative Support Specialist

2 weeks ago


San Diego, California, United States Scripps Research Full time
About Us

Scripps Research is a world-renowned institution dedicated to advancing the biosciences and developing innovative solutions to improve human health. Our six academic research departments collaborate with the Scripps Research Translational Institute and Calibr to merge foundational studies in biology, chemistry, and computer science with translational science, producing pioneering drugs and advances in digital and precision medicine.

Job Summary

The Laboratory Administrative Assistant will provide administrative support to academic departments, Principal Investigators, and Lab Admin Coordinators. This role requires knowledge, interaction, and communication with various divisions of Scripps Research, handling confidential matters with sensitivity and discretion.

Responsibilities
  • Submit and monitor service requests for IT, Facilities, Environmental Services, Shipping/Receiving, and other support departments.
  • Handle vendor/purchasing transactions, including obtaining quotes, placing orders, payment submissions, tracking, and corrections.
  • Assist with travel plans, including transportation, hotel reservations, and processing expense reimbursements.
  • Reconcile lab expenses and investigate transactions as needed. Submit and track PI and lab member reimbursement requests. Enter and monitor room reservations.
  • Coordinate recruitment processes, including submitting hiring requisitions, scheduling interviews, gathering and processing onboarding paperwork.
  • Organize data entry submissions for visa processing with the International Services Office.
  • Maintain directory information, distribution lists, and lab rosters, including contact information and NIH eRA Commons user IDs.
  • Train lab members on timesheet entries and monitor timesheet processing. Assist with departmental events, including retreat and seminar coordination.
  • Handle logistics for on-site vendors and other visitors, including registration, parking, and escorting when needed.
  • Perform other administrative duties as required within the department.
Requirements
  • High school diploma or equivalent (GED).
  • Minimum 2 years directly related experience in an administrative role.
  • Microsoft Office software proficiency, including Excel, Word, PowerPoint, Outlook, and Adobe products.
  • Strong verbal and written communication skills.
  • Ability to handle correspondence in a timely and professional manner, with a friendly and positive attitude.
  • Strong organizational skills.
  • Excellent time management skills to ensure tasks are completed in a timely manner.
  • Detail-oriented capability, including the ability to handle activities effectively with thought toward outcome and process, to ensure that work is accurate and trustworthy.


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