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