Administrative Coordinator (Supporting Research) Part-time - Jupiter FL

Apply now Job no: 529492
Work type: Staff Part-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. An administrative Coordinator (Supporting Research) is an integral part of our research team. This part-time role will require assistance with grant preparation and submission (training will be provided to the selected candidate), 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:

  • Assist with Grant Related Activities (Pre and Post award) such as grant preparation and grant management in conjunction with the Office of Sponsored Programs. 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.
  • Calendar and appointments for PI: Maintain busy calendar for PI, organize tele/videoconferences and meetings between multiple locations, time zones and/or groups.

  • Lab Support: Work with various offices on campus, such as: 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, lunches, 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.

  • 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 and reimbursement. 

  • Perform other duties as 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 December 7, 2023. 

This position is part-time and will will work 25 hours per week, Monday through Friday. A set schedule will be discussed during the interview process. 

This is a time-limited position. 

Health Assessment Required: No. 


Advertised: Eastern Standard Time
Applications close:

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