Administrative Coordinator, Systems Medicine & Precision Prevention Hub

LUNDQUIST INSTITUTE FOR BIOMEDICAL INNOVATION AT HARBOR-UCLA•Torrance, CA

9d•$29 - $31•Onsite

About The Position

The Research Hub Administrative Coordinator provides reliable administrative and operational support to ensure smooth daily operation of the Research Hubs. Embedded within the Hubs, this position works directly with Investigators and Executive Directors to coordinate financial, personnel, and reporting activities, allowing Executive Directors, researchers, and administrators to concentrate on research development, pre-award, and award management. The Coordinator serves as a central point of contact for Hub activities, enabling efficient collaboration among Research Hub Executive Directors, ORA staff, Investigators, HR, Finance, and other stakeholders.

Requirements

High school diploma or equivalent; associate degree or relevant administrative training preferred.
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.
Demonstrated commitment to confidentiality and professional integrity.

Nice To Haves

Experience with sponsored programs or research administration workflows.
Familiarity with sponsored projects documents, budgets, approvals, and compliance considerations.
Experience using sponsor tracking systems or enterprise collaboration platforms.
Comfortable engaging with diverse stakeholders and senior researchers.

Responsibilities

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.
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.
Work with the HR liaison to onboard new employees (access provisioning, distribution lists, orientation materials), ensuring a smooth start and complete documentation.
Review and approve employee timecards in Paycom.
Coordinate and manage publication data, biosketches, and related support documents on behalf of the Hubs and their Investigators.
Maintain accurate documentation and facilitate streamlined communications in support of daily operations.
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.
First point of contact for researchers and Hub staff; route inquiries to appropriate teams.
Prepare reports for Hub metrics reporting to TLI leadership and other stakeholders.
Coordinate with Finance, HR, Procurement, IT, Compliance, and other TLI units to resolve administrative issues.
Keep operations within and across Hubs aligned with agreed practices, procedures, roles and responsibilities.
Identify opportunities to streamline routine tasks and contribute to process improvements.
Maintain confidentiality and ensure compliance with data privacy, security, and records policies.
Act as a central contact for Hub activities to facilitate efficient collaboration across Executive Directors, ORA staff, Investigators, HR, Finance, and other stakeholders.
Foster a service-oriented environment that enhances investigator and sponsor satisfaction.
Coordinate Hub events, including lectures and working groups.