Research Administrative Assistant

Research Administrative Coordinator Travel & Expense

Temporary leave-of-absence coverage through the end of 2026, with the possibility of extension

Location: La Jolla, CA 92037

Schedule: Full-time, hourly

Pay: $26.72$34.71 per hour

Start Date: As soon as possible

Important: The assignment could extend based on business needs, but an extension or conversion is not guaranteed.

Join a leading nonprofit biomedical research institute dedicated to translating scientific discoveries into improvements in human health. Its internationally recognized scientists conduct groundbreaking research in cancer, neuroscience, immunology, and other complex diseases. This position supports an NCI-Designated Cancer Center and a collaborative, globally diverse community of faculty, researchers, and scientific professionals.

Position Summary:

We are seeking a highly organized Research Administrative Coordinator to provide temporary leave-of-absence coverage within the Cancer Center. This fast-paced position will manage a high volume of travel reimbursements, expense reports, payment transactions, and supporting documentation for faculty, scientists, staff, and laboratory associates.

Key Responsibilities:

• Process a high volume of travel reimbursements, expense reports, payments, and credit card transactions.
• Review submissions for accuracy, supporting documentation, and compliance with organizational travel and reimbursement policies.
• Verify per diem calculations and ensure expenses are paid and allocated correctly.
• Follow up with faculty, scientists, staff, and laboratory associates to resolve missing or inaccurate information.
• Coordinate domestic and international travel as needed.
• Support calendars, meetings, seminars, special events, and invited speakers.
• Assist with grant processing, publication tracking, reporting, and grant-related metrics.
• Maintain grant documentation, timelines, and internal tracking systems.
• Provide general administrative support to Cancer Center leadership and faculty.

Qualifications:

• Four or more years of administrative support experience in a high-volume, deadline-driven environment.
• Strong hands-on experience with Concur or a comparable travel and expense-management system.
• Knowledge of travel reimbursements, per diems, expense policies, payment processing, and transaction reconciliation.
• Experience supporting grant processing, research publications, or grant-related metrics.
• Excellent attention to detail, organization, and time-management skills.
• Strong sense of urgency with dependable follow-up and follow-through.
• Ability to manage competing priorities and shift between tasks efficiently.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong written, verbal, and interpersonal communication skills.
• Academic, biomedical research, or nonprofit experience is strongly preferred.
• Associate degree or an equivalent combination of education and relevant experience; bachelor's degree preferred.