Administrative Operation Manager

National Institute of Clinical Research, Inc.

Pasadena, CA

Full-time

2 days ago

Job Description

Position Overview

NICR seeks an organized, proactive professional to manage corporate administration, executive support, vendor management, purchasing, facilities, and accounting functions across eight clinical research locations from our Pasadena corporate office. High attention to detail, strong initiative, sound decision-making, and persistent follow-through are essential. Working alongside executive leadership and HR, this role drives organizational efficiency, process enhancement, and systems optimization while supporting daily operations across site managers and finance.

Key Responsibilities

1. Corporate Administration & Executive Support

Oversee corporate administrative functions and coordinate support across NICR locations.
Support the CEO with calendar management, correspondence, travel arrangements, reports, presentations, and special projects.
Manage corporate calls, emails, visitors, meetings, staff events, catering, and internal communications.
Coordinate site managers' administrative requests, manage deadlines, and maintain organized records.

2. Vendor Management, Purchasing & Facilities

Manage vendor relationships and administrative contracts, evaluating pricing, service quality, and terms to optimize efficiency and cost control.
Coordinate office and study supply orders, approvals, deliveries, and inventory management.
Maintain master supplier reference sheet and equipment asset records, including locations and warranties.
Oversee facilities maintenance, repairs, utilities, site leases, renewals, and location transitions.

3. Accounts Payable & Financial Administration

Assist with basic accounts payable routines, vendor payment schedules, bank reconciliations, and accounting software record-keeping.
Process accurate patient/trial checks with proper study allocations and perform monthly ledger reconciliations.

4. Human Resources & Coordination

Collaborate closely with the part-time HR Coordinator to support core HR operations, including recruitment, onboarding, benefits administration, and record maintenance.
Serve as a point of contact for sharing company policies and addressing general workplace inquiries.

5. Operational Improvement & Special Projects

Support operational enhancements and special administrative projects assigned by leadership across site locations.

Qualifications & Competencies

Associate or Bachelor’s Degree and 5+ years of relevant administrative operations, office management, or executive support experience.
Experience managing vendors, purchasing, facilities, basic accounts payable, and administrative projects; HR and supervisory familiarity preferred.
Strong organizational skills, discretion, communication, problem-solving, initiative, and independent judgment.
Proficiency in business software, Microsoft Office, and Google Workspace; familiarity with accounting platforms is a plus.
Enthusiasm for leveraging technology and driving process improvements; prior background in healthcare, clinical trial operations, or multi-site organizations is beneficial.
Flexibility for periodic travel across NICR's eight clinical research hubs to maintain operational alignment, administrative standards, and vendor consistency.

Core Competencies

Accountability & Organization: Skillfully managing multiple priorities to consistently fulfill obligations with accuracy and efficiency.
Self-Direction & Initiative: Anticipating operational needs independently and driving effective solutions under broad oversight.
Continuous Improvement & Adaptability: Quickly acquiring new skills and identifying opportunities to streamline organizational procedures.
Commercial & Financial Acumen: Assessing expenditures, managing supplier relationships, and prioritizing operational needs, involving leadership when required.
Team Collaboration & Leadership: Directing support staff while fostering strong, collaborative working relationships across all departments.

Work location: Pasadena, CA
Full-time (on-site)

Numbers & Facts

Location	Pasadena, CA
Job Type	Full-time

Skills

Accountingunmatched
Accounting Softwareunmatched
Accounts Payableunmatched
Administrative Managementunmatched
Administrative Skillsunmatched
Business Solutionsunmatched
Calendar Managementunmatched
Catering Servicesunmatched
Clinical Researchunmatched
Clinical Trialunmatched
Compensation and Benefitsunmatched
Continuous Improvementunmatched
Contract Analysisunmatched
Corporate Policiesunmatched
Cost Controlunmatched
Detail Orientedunmatched
Establish Prioritiesunmatched
Executive Assistant Skills unmatched
Expense Analysisunmatched
Expense Managementunmatched
Facilities Managementunmatched
Financial Administrationunmatched
Financial Analysisunmatched
Financial Managementunmatched
Follow Throughunmatched
Healthcareunmatched
Hubsunmatched
Human Resourcesunmatched
Inventory Managementunmatched
Leadershipunmatched
Maintenance Servicesunmatched
Microsoft Officeunmatched
Multitaskingunmatched
Office Managementunmatched
Onboardingunmatched
Operational Improvementunmatched
Operational Supportunmatched
Operationsunmatched
Operations Managementunmatched
Organizational Skillsunmatched
Patient Assessmentunmatched
Pricingunmatched
Problem Solving Skillsunmatched
Procedure Developmentunmatched
Process Improvementunmatched
Procurement Managementunmatched
Purchasing/Procurementunmatched
Reconciliationunmatched
Record Keepingunmatched
Sales Prospectingunmatched
Supplier Relationship Management (SRM)unmatched
Team Playerunmatched
Telephone Skillsunmatched
Time Managementunmatched
Travel Planningunmatched
Vendor/Supplier Managementunmatched
Vendor/Supplier Planningunmatched
Vendor/Supplier Relationsunmatched

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