Administrative Coordinator - Research Services

Scripps Health•San Diego, CA

4d•Hybrid

About The Position

Join a winning team supporting the Research Services department in La Jolla as an Administrative Coordinator. In this important and high-visibility role, you will assist with the following primary duties: Manage purchasing activities and maintain accurate trackers for purchases and organizational assets. Oversee physical inventory processes, including tracking, ordering, and restocking of supplies and equipment. Serve as the primary liaison for accounts payable and receivables, ensuring timely processing and communication with research administration and finance teams. Coordinate and schedule meetings with internal and external stakeholders; take detailed, thoughtful minutes and distribute them along with clearly defined action items to relevant teams and leaders. Responsibilities may also include the following: Provide administrative support to ensure smooth operations. Performs clerical, administrative and general office duties involving typing, record and file maintenance, document creation, mail distribution and reception. Has in-depth knowledge of the unit's operations, organization and procedures. Maintains office files and records in accordance with internal procedures. Receives and refers visitors and telephone callers. Responds to requests for information. Opens and distributes mail. Provides a full range of administrative data management and coordination of reporting and project duties for the department. Analysis and maintenance of systems and equipment. Maintains appointment calendars.

Requirements

One year of experience in customer service, administrative or support role
Strong problem-solving, critical thinking, and analytical skills
Ability to manage multiple competing priorities and deadlines
Excellent written, verbal, and interpersonal communication skills
Ability to effectively engage with stakeholders at all levels of the organization

Nice To Haves

Familiarity with Microsoft OneNote, SharePoint, Planner, and Teams is highly preferred
College courses in business, medical terminology preferred

Responsibilities

Manage purchasing activities and maintain accurate trackers for purchases and organizational assets
Oversee physical inventory processes, including tracking, ordering, and restocking of supplies and equipment
Serve as the primary liaison for accounts payable and receivables, ensuring timely processing and communication with research administration and finance teams
Coordinate and schedule meetings with internal and external stakeholders; take detailed, thoughtful minutes and distribute them along with clearly defined action items to relevant teams and leaders
Provide administrative support to ensure smooth operations.
Performs clerical, administrative and general office duties involving typing, record and file maintenance, document creation, mail distribution and reception.
Has in-depth knowledge of the unit's operations, organization and procedures.
Maintains office files and records in accordance with internal procedures.
Receives and refers visitors and telephone callers.
Responds to requests for information.
Opens and distributes mail.
Provides a full range of administrative data management and coordination of reporting and project duties for the department.
Analysis and maintenance of systems and equipment.
Maintains appointment calendars.