Administrative Coordinator (Supporting Research)- Jupiter, FL

Apply now Job no: 526748
Work type: Staff Full-Time
Location: Palm Beach
Categories: Grant or Research Administration
Department:37020000 - SR-SUPPORT UNITS

Classification Title:

Lab Admin Coordinator II

Job Description:

To varying degrees, Administrative Professionals under Research & Academic Affairs perform administrative support activities for multiple supervisors, typically Principal Investigators, as well as for members of their laboratories. A Laboratory Administrative Coordinator is an integral part of our research team. This role will require grant preparation, assistance with manuscript preparation and submission, performance of account reconciliations, making travel arrangements and submitting expenses for reimbursement, interaction and communication with all other departments, including Faculty, Graduate Studies, Research Services, Support Services, Human Resources, the library and the offices that comprise each of these divisions. Sensitivity and discretion in dealing with confidential matters is an essential element of this position.

Duties and Responsibilities:

  • Grant Preparation: Work with PI(s) and PreAward in the Office of Sponsored Programs to assemble and submit grant applications in a timely and thorough manner. Work with subcontractor(s) to obtain all required compliance documentation ensuring that deadlines are maintained for successful submission, and completion of progress reports.
  • Grant Management: In conjunction with the PostAward division of the Office of Sponsored Programs, responsible for systematic monitoring of awards utilizing reports and spreadsheets. Management of appropriate spending and carry forward dollars from grants, including fellowship and postdoctoral awards, reimbursements and rebudgets. Responsible for maintaining compliant effort reporting for PI(s) and personnel.
  • Grant Related Activities: Maintain current biosketches and other support documentation for Investigator(s), as well as certifying that all assurances and approvals are in place for any regulatory agencies, as needed for annual progress reports. This requires familiarity with the policies and practices related to ensuring publications are PMCID compliant.
  • Lab Support: Work with various offices on campus, to include preparation and submission of POs for lab ordering with Procurement; Payroll department and completion of timesheets; working with IT services/Telecom for network and audio-visual needs; working with Facilities and Resources for repairs, installations, engineering needs; and scheduling with Environmental Health and Safety for lab member training and biosafety.
  • Recruitment and Onboarding New Hires: Planning travel, agendas, and accommodations for job candidates. Working closely with Human Resources, and, if necessary, the International Office for visa requirements to onboard new employees in a timely and efficient manner.
  • Calendar and appointments for PI(s): Maintain busy calendar for PI(s), organize tele/videoconferences and meetings between multiple locations, time zones and/or groups.
  • Travel and Reimbursements: Arrange and coordinate travel for PI to scientific meetings, both domestic and international. Submit and follow up on status, to ensure that reimbursements are completed promptly.
  • Seminars/Conferences: Coordinate logistics of guest speakers to Institute-wide events, such as annual seminar series and/or annual conferences. This would include arranging conference room logistics, travel details, creating an agenda for meetings with Faculty, advertisement of the event, budgeting, catering, reimbursement, etc.
  • Details of established essential functions for this position will be addressed/discussed during the interview process.
  • Perform all other duties assigned.
Expected Salary:

Commensurate with experience. 

Minimum Requirements:

High school diploma or equivalent and three years of relevant experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:


Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Please provide names and email addresses of three to five references as part of the application process. When ready, the hiring department will contact the listed references via email requesting their reference letters to be uploaded directly to the application website.

This position is open until filled. Application review will begin May 5 2023.

This is a time-limited position.

Health Assessment Required: No. 


Advertised: Eastern Daylight Time
Applications close:

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