Administrative Operation Manager

National Institute•Pasadena, CA

5d•Onsite

About The Position

NICR seeks an organized, proactive professional to manage corporate administration, executive support, vendor management, purchasing, facilities, and accounting functions across eight clinical research locations from the Pasadena corporate office. The role works alongside executive leadership and HR to improve organizational efficiency, processes, and systems while supporting daily operations across site managers and finance. Periodic travel across NICR’s eight clinical research hubs is required to maintain operational alignment, administrative standards, and vendor consistency. The position supports the CEO and coordinates administrative services across locations; oversees vendors, purchasing, facilities, and basic financial administration; collaborates with the part-time HR Coordinator on core HR operations; and supports operational improvements and special projects assigned by leadership. The role calls for strong organization, initiative, discretion, communication, problem-solving, independent judgment, and follow-through.

Requirements

Associate or bachelor’s degree.
At least 5 years of relevant administrative operations, office management, or executive support experience.
Experience managing vendors, purchasing, facilities, basic accounts payable, and administrative projects.
Strong organizational skills, discretion, communication, problem-solving, initiative, and independent judgment.
Proficiency in business software, Microsoft Office, and Google Workspace.
Flexibility for periodic travel across NICR’s eight clinical research hubs.
On-site work in Pasadena, California.

Nice To Haves

Human resources and supervisory familiarity.
Familiarity with accounting platforms.
Enthusiasm for leveraging technology and driving process improvements.
Background in healthcare, clinical trial operations, or multi-site organizations.

Responsibilities

Oversee corporate administrative functions and coordinate administrative support across NICR locations.
Support the CEO with calendar management, correspondence, travel arrangements, reports, presentations, and special projects.
Manage corporate calls, emails, visitors, meetings, staff events, catering, and internal communications.
Coordinate site managers’ administrative requests, manage deadlines, and maintain organized records.
Manage vendor relationships and administrative contracts, evaluating pricing, service quality, and terms to optimize efficiency and cost control.
Coordinate office and study supply orders, approvals, deliveries, and inventory management.
Maintain the master supplier reference sheet and equipment asset records, including locations and warranties.
Oversee facilities maintenance, repairs, utilities, site leases, renewals, and location transitions.
Assist with accounts payable routines, vendor payment schedules, bank reconciliations, and accounting software record-keeping.
Process patient and trial checks with accurate study allocations and perform monthly ledger reconciliations.
Collaborate with the part-time HR Coordinator to support recruitment, onboarding, benefits administration, and HR record maintenance.
Share company policies and respond to general workplace inquiries as a point of contact.
Support operational enhancements and special administrative projects assigned by leadership across site locations.
Direct support staff and foster collaborative working relationships across departments.
Travel periodically across NICR’s eight clinical research hubs to maintain operational alignment, administrative standards, and vendor consistency.