Primary Work Address: 1550 4th Street, Suite 190, San Francisco, CA, 94158-0724

Current HHMI Employees, click here to apply via your Workday account.

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.

• 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.