ADMINISTRATIVE ASSISTANT I - DAR Administrative Services

ABOUT US:

Scripps Research is a nonprofit biomedical institute ranked as one of the most influential in the world for its impact on innovation. We celebrated our 100-year legacy in 2024. This significant milestone marks a century of seminal discoveries in immunology, infectious diseases (such as COVID-19, flu, HIV), neuroscience, heart disease, cancer, and more. Located in La Jolla, California, the institute houses six research departments, multiple Nobel laureates, a top-ranked graduate school and a leading postdoctoral training program. Scripps Research encompasses two elite and highly innovative institutes, the Calibr-Skaggs Institute for Innovative Medicines and Scripps Research Translational Institute, which merge foundational studies in biology, chemistry and computer science with translational science to produce pioneering drugs and advances in digital and precision medicine. Together, we cultivate new scientific leaders and expand the frontiers of knowledge to deliver medical breakthroughs impacting human health around the globe. If you have a passion for making a difference, this could be your opportunity to join our transformative team.

POSITION TITLE: ADMINISTRATIVE ASSISTANT I - DAR Administrative Services

RESPONSIBILITIES AND DUTIES:

* Serves as the primary administrative assistance to the Department of Animal Resources.

* Coordinates institutional animal care and use program training including scheduling classes and instructors, assisting departmental and research personnel enrollment, set-up and break down of training room, maintaining attendance sign sheets and training database.

* Triages all incoming phone calls, in-person visits and emails by answering questions, routing questions to others as appropriate to ensure timely and accurate answers.

* Opens and routes mail, distributes correspondence and other material to departmental staff.

* As a backup- Procures and/or exports/imports research animals for the institute based on direction from PIs through order forms, working directly with vendors and/or with other institutions. This includes verifying that all PIs are in compliance with IACUC protocols; setting up standing purchase orders with various vendors or institutions; entering purchase orders in the TSRI procurement system or shipping system as appropriate; ordering and maintaining records of receipt, checking shipment against order for content; and forwarding invoices to the Animal Facility Coordinator for payment processing.

* Maintains departmental supplies through periodic inventories to assess levels against minimum quantity guidelines, purchasing of equipment and supplies via TSRI procurement system, processing vivarium and investigator supply requests.

* Assists with creation and revision of departmental forms, SOPs, guidelines and policies and website maintenance.

* Files documents/data following institutional and departmental policies and procedures.

* Follows established TSRI and department policies, procedures, objectives, performance improvement, attendance, safety, environmental and infection control guidelines. Practices a high level of integrity and honesty in maintaining confidentiality.

* Utilizes word processing, databases and/or spreadsheet software to maintain various databases for animal orders, transfers, imports/exports, POs, vivarium security access, departmental supply inventories, etc.

REQUIREMENTS:

* Requires a high school diploma and 4-5 years related experience, or the equivalent combination of education, training and/or experience.

* Experience with Dropbox, Sharepoint and Jaggaer is a plus.

* Experience in an animal setting and/or scientific or research setting is preferred.

* Excellent organization skills, interpersonal, verbal and written communication with accurate grammar, spelling and punctuation for English writing, and customer service skills required.

* Must be able to work independently and be detailed oriented and flexible.

* Proficient with Microsoft Office Suite (Outlook, Word, Excel, DropBox and PowerPoint).

* Experience with Cayuse (Management & Billing), purchasing and order processing at a large research institution preferred.

COMPENSATION:

The expected hiring range for this position is $20 to $25 per hour, commensurate with experience. Consideration will be given to experience that exceeds the listed requirements.

COMPREHENSIVE BENEFITS INCLUDE:

* Employer Contributed Retirement Plan - Depending on eligibility, employees receive an employer contributed retirement plan (no employee contribution required) and the option to contribute to a 403(b) (which is similar to a 401(k) using your own pre or post-tax dollars)

* Full Suite of Health and Welfare plans including three medical plan options (including an HSA available option), dental, vision, life insurance, disability, EAP and more

* Access to Flexible Spending Accounts (Medical/Dependent Care)

* Competitive vacation and sick leave policies

* Free, on-site parking

The above statements describe the level of work performed and expected in general terms. The statements are not intended to list all the responsibilities, duties and/or skills required of employees so classified, and the content herein is subject to change due to the business needs of Scripps Research, with or without notice. Furthermore, nothing in this job description shall be interpreted to be in conflict with or to eliminate or modify in any way the employment-at-will status of Scripps Research staff.

EEO Statement:

The Scripps Research Institute is an Equal Opportunity Employer. We promote diversity of thought, culture and background in the fields of science. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status.