Research Administrative Assistant

Job Summary

Opportunity for a bright and enthusiastic individual to make an important contribution to LJI’s mission by working with and directly assisting our top ranked faculty members. The position will provide administrative support for assigned faculty by implementing a highly organized and efficient workflow for the faculty member, as well as between the labs and administrative departments. An entrepreneurial spirit and “no task too big or too small” attitude will be required, as the workload will fluctuate between basic daily tasks and important special projects. This is an excellent opportunity for someone that wants a career connected to the latest discoveries in human health. This position is fully on-site. 

Essential Duties & Responsibilities

• Maintain faculty calendars, organize lab meetings, and keep the faculty and lab schedule organized.
• Prepare payment requests, expense reports, AmEx reconciliation and other administrative forms in accordance with Institute policies and procedures.
• Process mail; including but not limited to ingoing/outgoing mail for the faculty and lab, FedEx shipments, and other items as needed.
• Maintain various sources of information such as EndNote, tables for the T32, UCSD adjunct professorships, Pubmed, LJI website, LinkedIn and other journal “alert” notifications.
• Make travel arrangements for faculty, postdocs and special visitors. This includes registration, airfare, hotel, transportation, and itineraries.
• Help coordinate the seminar speaker series for guests of assigned faculty.
• Organize scientific conferences, events, and other social functions.
• Responsible for ordering and maintaining office supplies for laboratory areas.
• Provide administrative back up to other RAAs as necessary.
• Serve as a liaison between the Office of Sponsored Research (OSR) and the faculty to ensure grant applications, progress reports, and other documents are accurate and timely.
• Assist in completing, submitting and maintaining all protocols.
• Prepare/maintain CV’s and biosketch documents for faculty and research staff.
• Review financial accounts (i.e. monthly animal charges, supplies purchasing, etc.) to help ensure charges are going to correct accounts.
• Other special assignments will come up frequently based on the needs of the faculty.

Knowledge, Skills and Abilities

• Strong computer skills and demonstrative knowledge of Google Suite, Zoom, Google Calendar, Google Apps, MS Office Suite, and the ability to quickly pick up and understand new software as needed.
• Strong interpersonal and communication skills, with the ability to work with Institute personnel and outside contacts in a professional manner, maintaining confidentiality of sensitive information.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to prioritize and take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decision
• Other special assignments as needed based on the needs of the faculty.

Education Requirements

• BA/BS, and preferable two (2) year experience in a professional environment.

Physical Requirements

• Ability to sit or stand for extended periods, often 6-8 hours per day, primarily at a desk in front of a computer screen.
• Knowledge of proper posture and ergonomic practices to minimize discomfort during long periods of work.
• Ability to adjust focus and use close vision for tasks requiring prolonged visual concentration.
• Ability to handle physical and mental stress, which may include maintaining composure during high-pressure situations or extended work periods.
• Ability to kneel, crouch, or crawl to access low or confined spaces.
• Ability to lift or move objects of various weights, typically up to 10 pounds or more, occasionally or frequently.
• Ability to push or pull objects or equipment, such as carts or doors.

The La Jolla Institute for Immunology (LJI) offers a collegial work environment that emphasizes collaboration, teamwork and creativity. Full-time employment at LJI includes a competitive salary, medical/dental/vision benefits, paid sick leave, and contributions to a retirement plan (403B). For the last decade, LJI has been ranked as one of the best places to work in San Diego by the San Diego Business Journal. The Institute hosts world-renowned faculty and over 80 postdoctoral researchers. LJI is located in the Science Research Park on the campus of UC San Diego, providing easy access to the San Diego life sciences community and all that the area has to offer.

LJI provides Equal Employment Opportunity (EEO) to all employees and applicants for employment, and prohibits discrimination and harassment of any type, regardless of race, color, religion, age, sex, national origin, marital status, disability status, genetics, medical conditions, protected veteran status, sexual orientation, gender identity or expression, reproductive health decisions, or pregnancy, or any other condition protected by state and local laws. This applies to all terms and conditions of employment, including recruitment, hiring, placing, training, promotion, compensation, benefits, transfers, educational assistance, terminations, layoffs, recalls, transfers, leaves of absences, and social and recreational programs.

With over 30 different countries represented, diversity is respected and celebrated at LJI. We are committed to ensuring a safe and compassionate environment that is equal, just, and fair. Science and discovery benefit from a diversity of talents, a diversity of approaches, and a diversity of perspectives. The La Jolla Institute’s Diversity, Equity, and Inclusion Initiative is designed to help us identify areas at the Institute that need improvement so we can together create an environment that is inclusive, provides equal opportunities, and opens doors that propel our research for human health.

La Jolla Institute is committed to compensation that is externally competitive and internally equitable. We validate this commitment by conducting regular market analyses to remain competitive with organizations of similar size in the nonprofit, independent research sector. Compensation decisions consider a variety of factors including experience, education, unique skill sets, organizational need, and internal equity.