PROGRAM & ADMINISTRATIVE COORDINATOR (Career & Professional Development Office/International Services Office)
San Diego, CA, United States2d ago
Free account needed to apply or save. It takes a minute, and we'll bring you right back to this job.
Skills
concurcrmdata entryexcelinvoicingmicrosoft officemicrosoft wordoutlookpowerpointproject coordinationproofreadingtravel arrangements
About the role
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: Program & Administrative Coordinator (Career & Professional Development Office/International Services Office)
POSITION SUMMARY:
The Program and Administrative Coordinator provides program coordination, communications, and operational support for the Career & Professional Development Office (CPDO) and the International Services Office (ISO) at Scripps Research. Working approximately half-time with each office, this person supports the institute’s postdoctoral and graduate student populations by running programs and events, managing communications and databases, and keeping both offices' daily operations running smoothly.
The ideal candidate is an organized, detail-oriented professional who can manage competing priorities across two offices, handle confidential information with discretion, and communicate effectively with people from diverse cultural and linguistic backgrounds.
RESPONSIBILITIES & DUTIES:
Program and Coordination and Administration
- Coordinate day-to-day CPDO and ISO programs, including new scholar orientations, intake, cycle tracking, participant communication, and document maintenance.
- Track deadlines, deliverables, and follow-ups for recurring program cycles and occasional special initiatives and keep office leadership informed of status.
- Collect and compile data for assessment and annual reports.
- Help identify and implement process improvements.
- Prioritize and balance competing requests from both offices, coordinating closely with each office's leadership
Communications and Data Management
- Prepare, schedule, and distribute email announcements to targeted audiences; maintain standardized templates and monitor engagement metrics.
- Design and compile CPDO newsletters and create digital and print collateral for workshops, events, and programs, ensuring accuracy, accessibility, and consistency with CPDO, ISO, and Scripps Research branding.
- Coordinate posting and distribution of materials across campus and digital channels.
- Monitor HR-generated personnel changes and update listservs and distribution lists accordingly.
- Provide content updates and announcements to the website manager to keep CPDO and ISO webpages accurate and current.
- ISO: Perform data entry, data management, e-form processing, document retention, and reporting in Sunapsis.
- CPDO: Maintain event attendance and alumni tracking databases, perform routine updates, track engagement metrics, and support reporting needs.
Events and Logistics
- Coordinate in-person and virtual event logistics, including space reservations, AV setup, webinar administration, catering, parking, honoraria processing, materials, signage, and run-of-show support.
- Manage event communications, registration monitoring, attendee reminders, and post-event surveys and reporting.
- Serve as a primary point of contact for welcoming speakers and guests, ensuring smooth on-site logistics
Office Administration and Compliance Support
- Manage the shared CPDO and ISO inboxes, triaging inquiries, responding or assigning follow-ups, and maintaining response standards.
- Answer and manage the ISO phone line, including voicemail, call transfers, and follow-up with internal and external contacts.
- Provide general office management support, including reception, scheduling, travel arrangements, calendaring, and procurement.
- Support budget tracking and invoicing, including purchase requisitions (SciQuest) and expense processing (Concur).
- Assist with onboarding of new students and scholars, including check-ins, document review, orientation scheduling, and the I-9 process.
- Handle confidential and personally identifiable information (including immigration and student/scholar records) in accordance with FERPA, institutional privacy policies, and applicable retention requirements.
- Act as an ARO or DSO to assist with SEVIS updates, record maintenance, and issuance of travel signatures.
- Perform other duties as assigned.
- Details of established essential functions for this position will be addressed/discussed during the interview process.
REQUIREMENTS:
- Bachelor's degree related to international relations, education, or related fields, or equivalent combination of education and experience
- 2+ years of administrative support, communications, events, or program/project coordination experience.
- ARO or DSO experience preferred.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams, PowerPoint).
- Strong written communication and proofreading skills.
- Demonstrated ability to manage multiple tasks and deadlines across competing priorities, with strong attention to detail.
- Experience with database or CRM systems.
- Demonstrated discretion and professional judgment in handling confidential information.
- Ability to communicate effectively with individuals from diverse cultural and linguistic backgrounds.
- To comply with U.S. Government requirements, must be a U.S. citizen or U.S. Permanent Resident.
- While subject to change based on business needs, this is an on-campus position requiring a minimum of 4 days per week working onsite from our La Jolla campus, with flexibility to work 1 day per week remotely from home.
COMPENSATION:
The expected hiring range for this position is $28.00 to $35.00, commensurate with experience.
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. Underrepresented individuals are encouraged to apply.