Administrative Coordinator - Research Services

Administrative Coordinator - Research Services

This is a full-time position (80 hours per pay period) with a Monday - Friday day shift schedule, located in La Jolla (this is a hybrid position once training is complete - the expectation is to be on site with a set cadence at least once per week). Start/end times require some flexibility if needed. You will enjoy comprehensive benefits that cover health & wellness, career development, and retirement options among other benefits. At Scripps Health, your ambition is empowered and your abilities are appreciated: Nearly a quarter of our employees have been with Scripps Health for over 10 years. Scripps is a Great Place to Work Certified company for 2025. Scripps Health has been consistently ranked as a top employer for women, millennials, diversity, and as an overall workplace by various national publications. Beckers Healthcare ranked Scripps Health on its 2024 list of 150 top places to work in health care. We have transitional and professional development programs to create a learning environment that enables you to thrive in your specific field as well as in your overall career. Our specialties have been nationally recognized for quality in areas such as cardiovascular care, oncology, orthopedics, geriatrics, obstetrics and gynecology, and gastroenterology. 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.

Preferred Education/Experience/Specialized Skills/Certification: Familiarity with Microsoft OneNote, SharePoint, Planner, and Teams is highly preferred 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 College courses in business, medical terminology preferred