This site uses cookies. To find out more, see our Cookies Policy

Administrator in Torrey Pines at Vaco

Date Posted: 5/3/2019

Job Snapshot

  • Employee Type:
  • Location:
    Torrey Pines
  • Job Type:
  • Experience:
    At least 3 year(s)
  • Date Posted:
  • Job ID:

Job Description

Job Title: Administrator

Job Description:
We are seeking an enthusiastic, highly motivated, and organized individual who is a self-starter that demonstrates outstanding professionalism to join our dynamic team. The Administrator will be an important member of the Operations team by managing HR administration and office management duties in a fast-paced environment. The successful candidate is able to prioritize and manage a wide variety of tasks, maintain high attention to detail, and apply discretion and sound professional judgment in rapidly changing situations. The purpose of the Administrator will be to proactively support operations by facilitating an environment that promotes overall company efficiency and productivity. This is a part-time position with a maximum of 20-25 work hours per week, with a growth opportunity to full-time status at discretion of the company.


HR Administration
* Process payroll and handle payroll related changes including but not limited to new hires, terminations, part time employee time cards, compensation increases, benefit deductions, retroactive pay, paid time off requests, garnishments, adjustments, etc.
* Prepare journal entries for payroll and other benefits contributions
* Manage and report tax filings across multiple states in compliance with federal and state payroll tax regulations
* Reconcile FSA, HSA, and 401k contributions and resolve discrepancies
* Handle employee onboarding/offboarding, including inventory tracking and maintenance of company badges/keys, electronics equipment and supplies, software, and other company property
* Ensure accurate and timely preparation of W2s and 1099s
* Assist with year-end audits, workers' compensation audits, and other ad-hoc projects as assigned
* Provide prompt and courteous assistance to employees and consultants who have questions regarding pay, benefits, or other HR-related information
* Exercise discretion in handling confidential information
* Maintain payroll schedules and company calendar with holiday schedule, company events, employee birthdays, and other celebrations
* Maintain good recordkeeping practices by managing hard and electronic filing systems for HR documents and databases

Office Management
* Support daily operations of the office, including but not limited to answering company phone, submitting visitor requests to front-desk security, greeting visitors and directing them to appropriate personnel/department, sorting and distribution of mail and packages, and maintaining office, kitchen, and breakroom supplies
* Act as liaison between company and campus facilities department, process facilities maintenance requests, and oversee cleaning and other facility services
* Coordinate, manage, and prepare internal company meetings/events and external collaborator meetings/teleconference calls including scheduling, room and AV preparations, food and refreshments, event communications, venue reservations, and other logistics
* Manage travel arrangements for executives, employees, and consultants as needed, and assist with the development and maintenance of company travel policy and program
* Maintain a safe and secure working environment by coordinating general safety trainings, evacuation drills, and Fire Marshal inspections, and support the lab safety team by processing lab facilities requests and other ad-hoc projects as assigned
* Manage and execute accounts payable duties such as checking invoices, invoice data entry into Quickbooks, and check preparation
* Source, manage, and negotiate pricing of goods and services with vendors as needed
* Support operations of the labs, including but not limited to purchasing of lab supplies and management of hazardous waste disposal
* Manage and maintain hard and electronic filing systems for lab safety records, vendor invoices, memorandum, and letters
* Support Operations team on various business operations and ad-hoc projects as assigned

* BS/BA degree required
* 3+ years related work experience, including experience in an HR-related and/or payroll function
* Experience at a startup or small company is a must, preferably in the biotech industry
* Proven time-management and organizational skills and ability to meet multiple deadlines in a fast-growing, fast-paced environment with frequently changing priorities
* Ability to prioritize and manage multiple responsibilities while working under tight deadlines
* Strong interpersonal skills in a professional setting, exercising excellent verbal and written communications skills
* Ability to maintain composure under pressure with a sharp focus on details
* Ability to work independently and as part of a team
* Ability to work with all levels and cross-functional teams within the company
* Proficient use of Quickbooks, Microsoft Office Suite especially MS Excel, Adobe, and Google Apps for Work
* Tech-savvy and comfortable with GSuite, Slack, and Dropbox