Administrative Coordinator- UCSF

We have an exciting opportunity for an Administrative Coordinator at HHMI working in the Science Operations Office located at the University of California in San Francisco, CA. The role involves assisting the Science Operations Services (SOS) in the delivery of financial, procurement and lab management services to assigned HHMI research laboratories, which includes labs located at University of California, San Francisco, University of California, Davis, University of California, Santa Cruz, University of California, Los Angeles and Scripps Research in San Diego.

This is an opportunity to work at a world class research organization, supporting science that is fundamentally changing how we look at and interact with the world around us. We are ideally targeting a self-motivated, curious, and responsible candidate. This role serves as an integral part of the operational support that is provided to our scientific labs, and as such we are targeting someone with a strong understanding of customer service, relationship building, time management, and prioritizing competing tasks.

This role will be part of a hybrid work environment, with the weekly expectation of 1 day (or as needed) on-site at the University of California, San Francisco office and the remainder remote.You must be comfortable working with zoom and highly collaborating through email.

• A team that values and champions a culture of continuous learning, creativity, collaboration, and interdisciplinary thinking!

• A role that is well positioned to support an organization that is fundamentally changing the scientific landscape by implementing initiatives with emphasis on core values, development, diversity, equity, and inclusion.

• A mission driven team that is passionate about the work they do and an environment where colleagues help each other.

• A comprehensive total rewards package that includes competitive pay with a 10% employer contribution to your retirement, a hybrid work schedule, broad benefits options and much more!

• Serve as the first point of contact for labs, responding to inquiries to ensure consistent application of HHMI policies, procedures, and processes.

• Review travel and expense reimbursements in Concur and Abacus, as well as handle invoice processing for the SOO and its supported labs.

• Provide training and support for Concur, Abacus, Workday, and HughesHub to appropriate lab personnel, and assist with program delivery as needed.

• Process transactions related to employee onboarding, off-boarding, renewals and any status changes.

• Coordinate with appropriate individuals on visa processing and renewals, and processing transactions related to new hires and systems access.

• Act as the I-9 coordinator for the local site and assist remote I-9 coordinators.

• Coordinate with host institute support services, including processing affiliate appointments, ID cards, network and building access, parking, and other related services.

• Assist with laboratory assets inventory and tagging.

• Perform office administration tasks, including managing office inbox, scheduling meetings, prepare meeting PowerPoint presentations, managing event coordination and logistics, ordering office supplies and equipment, and handling other relevant administrative duties as assigned.

• Collaborate with cross-functional teams on process improvement efforts as necessary.

• Serve as back-up for other Science Operations Associates and support ad-hoc projects when needed.

• Bachelor's degree or equivalent combination of education and experience.

• Three years of increasingly responsible administrative experience.

• Experience in a higher education or research environment would be a plus.

• Excellent digital literacy across a variety of mediums is required, with proficiency in Microsoft Office Suite.

• Prior experience with Workday, Concur, Abacus and/or Ariba would be a plus.

• Ability to work independently, communicate information accurately and remain calm under pressure with a 'can do' attitude.

• Strong analytical skills, good judgment, high attention to detail, and the ability to work inclusively and collaboratively with a diverse population.

• Ability to operate with discretion and maintain confidentiality of records.

Physical Requirements

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job's principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word "may," the Essential Duties and Responsibilities described above are "essential functions" of the job, as defined by the Americans with Disabilities Act.

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Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more.

Compensation Range

Pay Type:

HHMI's salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills and abilities, as well as internal equity when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.

HHMI is an Equal Opportunity Employer