associate, center support

Sanford Burnham Prebys is much more than a research facility and hub for innovation; it's a vibrant global community of talented scientists and researchers from over 30 countries. This worldwide representation enriches our perspectives and enhances our creative approach to solving complex scientific challenges.

We strive to be leaders not only in biomedical research but also in creating an environment where excellence thrives through collaboration across cultures and backgrounds. Our mission is to advance the biomedical sciences by cultivating the next generation of scientific leaders, providing meaningful opportunities for researchers of all backgrounds to learn, innovate, and make breakthrough discoveries that improve human health.

Together, we translate science into health.

The duties and responsibilities contained in the job description are intended to be examples of the accountabilities for which the person in the position will demonstrate competency through performance. The job description is not intended to be an all-inclusive list. Duties and responsibilities are subject to change and other duties may be assigned as necessary.

PositionSummary:

The Associate, Center Support for the Center for Data Sciences provides comprehensive pre- and post-award support for research faculty, ensuring compliance with institutional and sponsor policies. Responsibilities include assisting with grant application preparation, budget development, and submission of required regulatory documents. The role supports financial tracking and reporting, oversees publication compliance with NIH guidelines, and helps manage manuscript submissions. This position also coordinates research events, faculty recruitment logistics, and travel arrangements, while serving as a liaison with internal and external stakeholders. The ideal candidate is detail-oriented, organized, and capable of managing multiple priorities in a research-focused environment.

Duties and Responsibilities:

Pre-Award Grant Administration

• Assist with grant application preparation and submission
• Develop basic budgets and justifications under SRO guidance
• Draft/review biosketches for formatting
• Coordinate collection of signed letters of support and consultant forms
• Distribute standard funding opportunity notifications to PIs in assistance with SRO

Post-Award Grant Administration

• Monitor monthly financial reports and update PIs on balances in support of Accounting
• Submit and track publications through the NIHMS system for PMCID
• Monitor NIH-funded papers to ensure compliance with NIH Public Access policy
• Assist with upkeep of MyNCBI for progress reports
• Support SRO with JIT (Just-In-Time) response preparation

Compliance and Regulatory

• Submit Vertebrate Animal Sections to IACUC committee (NIH)
• Submit and track research compliance documents (MTAs/AUFs/IBCs)
• Confirm Animal Use Form approvals (ACURO/DOD)
• Coordinate basic IRB protocol submissions with PI and EH&S
• Manage documentation for protocols on human subjects, animal research, and biosafety
• Work with faculty and trainees to ensure credentials are current in sponsor portals
• Ensure all lab grad students/postdocs have completed eRA Commons personal profiles
• Help PIs establish and maintain ORCID IDs

Publication and Manuscript Support

• Assist with formatting/submitting manuscripts per journal web portal guidelines
• Manage EndNote bibliographies and libraries as needed
• Track publication submissions through MyBibliography/MyNCBI
• Process publication charges per Institute policy
• Assist with formatting graphs, charts, and figures for manuscripts and grants
• Patent/Invention submission assistance

Event and Faculty Support

• Seminar and events coordination (comprehensive planning and execution)
• Symposium/event management support
• Coordinate faculty recruitment logistics
• Interface with institutional offices on behalf of faculty
• PI travel arrangements (comprehensive planning including airfare, accommodation, transportation, and conference registration)
• Lab ordering for non-scientific supplies

Perform other related tasks, duties and responsibilities as required, assigned or directed.

Minimum Qualifications:

Education:

• Associate degree, or equivalent education, training and/or experience from which comparable knowledge, skills and abilities have been attained. Bachelor's Degree in a related field is preferred.

Experience:

• Four years prior experience providing administrative support in a high demand, challenging environment.
• One year previous experience in pre- and post-award grant administration

Certifications, Licenses, etc: None

Other Knowledge, Skills and/or Abilities:

• Possesses strong analytical, time management, organizational, communication (written and verbal), and interpersonal skills
• Able to exercise sound judgement and critical thinking skills
• Able to seamlessly switch from one task to another
• Able to prioritize workload
• Works independently as well as in a team environment
• Be responsible, organized, and a problem solver
• Possesses strong attention to detail
• Effectively interacts with individuals from various cultures and backgrounds
• Professional proficiency in Microsoft Office suite; Microsoft 2016 or Office 365 is preferred – Intermediate skill in Outlook, Word, Excel and Power Point.
• Capacity to learn department-specific software tools as needed

Supervisory Responsibilities:

Direct: None

Indirect: None

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

When working on-site, the work environment is in a standard office setting. Frequently exposed to low to moderate noise, various odors, temperature changes, and equipment with moving parts, including but not limited to computers, phones, printers, and other standard office equipment.

If working from home, you are responsible for ensuring a quiet, organized, and comfortable setting, free from significant noise or distractions. The role requires the use of standard home office equipment, including but not limited to computers and phones. As you may be exposed to minimal noise and temperature variations depending on your home setup, it's important to maintain a workspace that supports productivity and well-being. Reliable internet connectivity and a suitable workstation are essential to fulfill job responsibilities effectively.

Physical Requirements:

Ability to execute those physical activities required to perform the essential functions including, but not limited to, regular sitting and being mobile; continual communicating both in person and on the telephone; regular keyboarding; regular reading of both print and digital material; and all other activities required to perform essential functions.

Location: This is an onsite position; candidates must be willing to work onsite in San Diego.

Compensation: The expected hiring range for this position is $62,000 - $70,000/year commensurate with experience.

We welcome talented individuals of all backgrounds regardless of gender, sex, religion, race, national origin, citizenship, age, disability, perceived disability, pregnancy, pregnancy-related condition, reproductive health decisions, sexual orientation, gender identity, gender expression, genetic information, HIV/AIDS, marital status, covered veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. We are proud to be an equal employment opportunity employer.

As part of this commitment, Sanford Burnham Prebys Medical Discovery Institute will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If a reasonable accommodation is needed, please contact our Benefits Team at or via e-mail