Administrative Coordinator, Translational Science and Population Health Innovation Hub

Administrative Coordinator, Translational Science and Population Health Innovation Hub

Torrance Campus - Torrance, CA 90502

Salary Range $28.84 - $31.25 Hourly Position Type FT 100% - 40 hours per week (FT Benefit)

The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center (TLI) is Los Angeles County's preeminent independent, not-for-profit biomedical research hub, excelling in transforming scientific breakthroughs into practical therapies. With a $90 million annual budget, TLI is home to over 150 investigators and 500 staff, advancing 600 projects in areas such as Infection and Immunity, Cancer, and Women's Health. Founded in 1952, the Institute continues to train physician-scientists and manage healthcare programs for 60,000 underserved families throughout South Los Angeles.

The Translational Science and Population Health Innovation Hub at the Lundquist Institute is one of the four hubs at the Lundquist Institute, providing support to clinical investigators at the Lundquist and Harbor UCLA Medical Center with benefits, and is available immediately. This position is for a full-time (40 Hours/week) administrative coordinator (project manager) for the hub to help organize the daily operations, communications, and collaboration between various investigators on campus.

Deliver reliable administrative support within the Research Hub. Ensure consistency, accuracy, and timeliness of administration tasks. Serve as central contact for Hub activities to enable efficient collaboration.

Clerical and Administrative Support

• Manage filing, document management, and accurate recordkeeping for sponsored projects.
• Process incoming/outgoing correspondence; route documents and track approvals/signatures.
• Review and organize sponsored projects related documents (proposals, budgets, commitments) for routing and archival per policy.
• Maintain centralized calendars for Hub activities, meetings, deadlines, and milestones; arrange venues/virtual links and attendee lists.
• Schedule and maintain meeting records for all hub-related virtual and in-person meetings
• Prepare agendas, record minutes, circulate action items, and monitor task completion.
• Assist with Hub travel and expense reimbursements per policy.

Data Entry, Compliance, and Documentation

• Enter and maintain data in sponsor-tracking systems, e-forms, and purchasing systems.
• Perform preliminary document checks for completeness, flag discrepancies.
• Support pre-award and award workflows (checklists, approvals, routing queues, etc.).
• Ensure proper retention and archival in line with records management standards.

Communication and Collaborator Liaison

• First point of contact for researchers and Hub staff; route inquiries to appropriate teams.
• Prepare and distribute regular updates, reports, and notices on Hub activities and deadlines. Coordinate with Finance, Human Resources, Procurement, IT, Compliance, and other TLI units to resolve administrative issues.
• Work with Grants and Contracts office to ensure timely and accurate pre-award and post-award management.

Operational Support and Process Improvement

• Keep operations within and across Hubs aligned with agreed practices, procedures, roles and responsibilities.
• Identify opportunities to streamline routine tasks and contribute to process improvements.
• Assist with onboarding new Hub staff (access provisioning, distribution lists, orientation materials).

Compliance and Risk Management

• Maintain confidentiality and ensure compliance with data privacy, security, and records policies.
• Support audit readiness by organizing documents, logs, and approvals.

Collaboration and Partner/Collaborator Engagement

• Collaborate with Research Hub leads, ORA staff, Investigators, HR, Finance, and other internal and external partners to ensure timely task completion.
• Foster a service-oriented environment that enhances investigator and sponsor satisfaction.
• Perform other duties as assigned to support laboratory operations, research program objectives, and institutional needs.

• A minimum of a Baccalaureate Degree is strongly preferred but not required
• 2–4 years of administrative/clerical experience (research/academic setting preferred).
• Effective written and verbal communication
• Experience with project management is strongly preferred
• Ability to manage multiple priorities in a dynamic environment.
• Demonstrated commitment to confidentiality and professional integrity.
• Experience with sponsored programs or research administration workflows.
• Familiarity with sponsored projects documents, budgets, approvals, and compliance considerations.
• Experience using research sponsor tracking systems or enterprise collaboration platforms.
• Comfort in engaging with diverse group of partners and collaborators and senior researchers.
• Familiarity with Microsoft Suite, including Office 365 and Teams.
• Familiarity with Adobe Acrobat and Forms Reconciliation
• Excellent organizational and time-management skills; strong…