Core Facility Administrative Assistant

9420 Athena Cir, La Jolla, CA 92037, USA Req #182
Tuesday, April 20, 2021

Job Summary

La Jolla Institute scientific core facilities provide faculty, researchers and students with access to an array of state-of-the-art equipment, technologies, training and expertise to support innovative research. The Core Facilities Administrative Assistant position will act as the main point of contact for external and internal customers, and will provide direct administrative assistance to our core facilities managers and directors.


This is a dynamic position ideal for someone with entry-level experience who would like to learn more about the inner-workings of research services. The Core admin assistant should have excellent communication skills that will facilitate interpersonal communication between department heads, as well as external customer relations.  An ideal candidate will be able to multitask a high volume of inquiries, have accuracy in data entry, manage vendor relations, have effective communications with staff persons outside of the core facilities, and a desire to improve existing processes to become more efficient. We hope to find someone looking to grow with us in a long-term position, and we are eager to provide any training and ongoing education to help facilitate this.


To learn more about LJI Core Facilities please click here. 

Essential Duties & Responsibilities

  • Responsible for daily review & processing of core facility email inquiries including general mailbox emails

  • Responsible for maintaining customer database using our internal lab software: Infinity

  • Responsible for monthly reconciliation of invoices and billing through Infinity and chargeback reports

  • Liaises regularly with our accounting department to reconcile any outstanding transactions

  • Assists core management with budgets, spending, and special projects

  • Collaborates with Principal Investigators and core managers on equipment and staff needs

  • Reviews core equipment and supplies inventory and updates accordingly

Leveling Requirements

  • Experience in customer service, research administration, or accounting

  • Experience in administration at a research institute or University a plus

  • Must have ability to perform routine data entry and posting tasks accurately and efficiently.

  • Familiarity with Excel spreadsheets required. 

  • Must have excellent organizational skills, judgment, and ability to prioritize and follow through with assigned tasks.

  • Strong interpersonal and communication skills are required to resolve problems courteously and professionally.

How to Apply:

Interested applicants should upload their resume in a single file attachment.

About LJI:

The Institute offers a warm, casual environment, and employees enjoy a generous benefits program. Comprehensive support services are available, including an employee assistance program. At the Institute you will be working with helpful people of different backgrounds and experiences. The Institute hosts 24 world-renowned faculty and over 100 postdoctoral researchers hailing from 21+ different countries. LJI is located in the Science Research Park on the campus of UC San Diego, with easy access to the San Diego life sciences community and all that the area has to offer.


Full-time employment at LJI includes a competitive salary, medical/dental/vision benefits, paid vacation/sick leave, and contributions to a retirement plan (403B).  LJI provides Equal Employment Opportunity (EEO) to all employees and applicants regardless of race, national origin, religion, sex, marital status, age, mental or physical disability, medical condition, veteran status, sexual orientation, or pregnancy. This applies to all personnel practices, including recruitment, hiring, training, promotion, compensation, benefits, transfers, educational assistance, and social and recreational programs.

Other details

  • Job Function RA
  • Pay Type Salary
  • 9420 Athena Cir, La Jolla, CA 92037, USA