Job Description
Sanford Burnham Prebys is much more than a research facility and hub for innovation; it's a vibrant global community of talented scientists and researchers from over 30 countries. This worldwide representation enriches our perspectives and enhances our creative approach to solving complex scientific challenges.
We strive to be leaders not only in biomedical research but also in creating an environment where excellence thrives through collaboration across cultures and backgrounds. Our mission is to advance the biomedical sciences by cultivating the next generation of scientific leaders, providing meaningful opportunities for researchers of all backgrounds to learn, innovate, and make breakthrough discoveries that improve human health.
Together, we translate science into health.
The duties and responsibilities contained in the job description are intended to be examples of the accountabilities for which the person in the position will demonstrate competency through performance. The job description is not intended to be an all-inclusive list. Duties and responsibilities are subject to change and other duties may be assigned as necessary.
Position Summary: Under the direct supervision of the Associate Director, IT Infrastructure and Director, Facilities, this position provides administrative and department support for the Information Technology and Facilities Departments. This position provides general administrative duties as well as departmental operations coordination. This role involves interacting with a diverse range of key external callers, visitors, and internal contacts across all levels of the organization. This position reviews, organizes, and interprets highly confidential and sensitive departmental information. Additionally, this position plans, prioritizes, and organizes a diversified workload, and recommends changes in office practices or procedures.
Duties and Responsibilities: - Schedules and organizes administrative activities such as meetings, travel, conferences, and department activities for all members of the IT and Facilities departments.
- Prepare minutes for meetings as requested.
- Proofreads department correspondence and makes appropriate changes. May be tasked with sending correspondence to the appropriate audience as needed, which may include all Institute personnel.
- Fields/answers general questions regarding department operations and procedures.
- Compiles and disseminates department reconciliation reports, expense reports, and metrics reports.
- Requisitions supplies and services for IT and Facilities, from office supplies to major infrastructure initiatives.
- Collects, organizes, processes, and obtains approval for departmental invoices.
- Acts as liaison between Facilities and IT departments and Finance to ensure accurate payment of invoices. Tracks and reports on data to Facilities and IT Directors.
- Establishes, develops, maintains, and updates contracts and maintenance agreement filing system for the directors and departments. Retrieves information from files when needed. Reviews expiring asset reports on monthly basis and updates contract database.
- Accounting/Finance related:
- Reviews accounting information, including general ledgers and statement of activities report(s), for Facilities and IT department on a monthly basis.
- Reviews variance of spending, and monthly spending trends.
- Sends general ledger corrections to Finance.
- Presents monthly financial data to Directors for review and discussion.
- Schedules department budget meetings, creates and modifies budget templates, reviews IT expenses, forecasts, etc.
- Enters budget data into Finance database.
- Collects requested data across multiple applications and collates into accurate and comprehensible reports for Directors and executive team as requested.
- On an ad hoc basis for the IT and Facilities departments, they provide software and application training on as needed basis. Assists with curriculum development for new IT initiatives.
- Maintains content on department websites, including, but not limited to, updates to institute building maps on a quarterly basis.
- Works independently and within a team on special nonrecurring and ongoing projects, including automotive fleet administration.
- Drives internal process improvement by leveraging existing and new technologies to maximize department efficiency.
- Performs other related tasks, duties and responsibilities as required, assigned, or directed.
Minimum Qualifications: Education: - High School Diploma Required. Bachelor's Degree preferred.
Experience: - Previous experience, at least five (5) years, in coordination or administrative role(s).
- Proven experience supporting senior-level staff
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Exceptional interpersonal skills
- Familiarity with data entry and database management
- Experience handling confidential information
Certifications, Licenses, etc: None
Other Knowledge, Skills and/or Abilities: - Work independently as well as in a team environment
- Attention to detail and high organizational skills
- Analytical competence
- Strong working knowledge of SharePoint is preferred.
- Understanding of accounting and financial processes is preferred
- Willingness and ability to learn department-specific software systems as needed.
Supervisory Responsibilities: Direct: None
Indirect: None
Work Environment: When working on-site, the work environment is in a standard office setting. Frequently exposed to low to moderate noise, various odors, temperature changes, and equipment with moving parts, including but not limited to computers, phones, printers, and other standard office equipment.
If working from home, you are responsible for ensuring a quiet, organized, and comfortable setting, free from significant noise or distractions. This role requires the use of standard home office equipment, including but not limited to computers and phones. As you may be exposed to minimal noise and temperature variations depending on your home setup, it's important to maintain a workspace that supports productivity and well-being. Reliable internet connectivity and a suitable workstation are essential to fulfill job responsibilities effectively.
Physical Requirements: Ability to execute those physical activities required to perform the essential functions including, but not limited to, regular sitting and being mobile; continual communicating both in person and on the telephone; regular keyboarding; regular reading of both print and digital material; and all other activities required to perform essential functions.
Compensation: The expected hiring range for this position is $65,000 - $82,000/annually commensurate with experience.
We welcome talented individuals of all backgrounds regardless of gender, sex, religion, race, national origin, citizenship, age, disability, perceived disability, pregnancy, pregnancy-related condition, reproductive health decisions, sexual orientation, gender identity, gender expression, genetic information, HIV/AIDS, marital status, covered veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. We are proud to be an equal employment opportunity employer.
As part of this commitment, Sanford Burnham Prebys Medical Discovery Institute will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If a reasonable accommodation is needed, please contact our Benefits Team at (858) 646-3100 or via e-mail at benefits@sbpdiscovery.org
Job Tags
Contract work, Work at office, Local area, Work from home, Worldwide, Home office,