Executive Admin/Sr Coord - San Juan Capistrano, CA in San Juan Capistrano, CA at Quest Diagnostics

Date Posted: 10/27/2019

Job Snapshot

Job Description

Schedule:  Monday - Friday, 8am - 4:30pm

Look for more than answers.  Patients and Physicians rely on our diagnostic testing, information and services to help them make better healthcare decisions. These are often serious decisions with far reaching consequences, and require sensitivity, tact and a clear dedication to service. It’s about providing clarity and hope.

As the Executive Admin/Sr.Coordinator of R&D, you will work for the world leader in the industry, with a career where you can expand your skills and knowledge. You’ll have a role where you can act with professionalism, you can inspire colleagues, and you can care about the work we do and the people we serve.

At Quest, our R&D Professionals play an essential role in our success and in the services we provide. As a career, we offer a unique opportunity to develop your career with the #1 Diagnostic Lab in the US. We are research and development driven, and we’re creating the lab of the future – an environment where you can deliver cutting edge diagnostics and help us drive new discoveries and breakthroughs.

Job Summary

 Performs Executive Admin/Sr. Coordinator duties for the Genetics and Genomics organization and executive level administrative duties for the Vice President of Advanced Diagnostics R&D.  Successful employee will carry out recurring procedures independently without supervisor review or oversight and plays a role in departmental and laboratory-level operation and R&D program support. Ensures complex requests for action are prioritized and driven to completion.



  •  Drives department access and quality utilization of the corporate test design and development (TDD) procedures
  • Attends Subspecialty (SST) meetings to capture meeting minutes, action items and project information to update TDD files as needed
  • Creates and maintains project Design History Files as outlined in the TDD SOPs
  • Tracks projects such as TSO, CT, etc. and ensures TDD processes and procedures are followed
  • Drives department preparation for internal and external audits.Analyze audit finding and collaborate with medical directors to develop R&D resolution plans
  • Monitors compliance with regulatory standards for the R&D department
  • Supports the data collection, RFP, portfolio review, and report creation needs of the Vice President and department
  • Processes and submits expenses in timely manner
  • Prepares reports to ensure managers are prepared for meetings
  • Gathers data or information for RFI/ RFPs, when needed
  • Maintains internal department reports and documents
  • Supports the correspondence needs of the Vice President or department
  • Screens calls, incoming correspondence and greets visitors
  • Independently reviews emails and correspondence to triage based on level of importance
  • Composes correspondence for manager as appropriate
  • Manages calendars and email distribution lists
  • Schedules meetings
  • Alerts manager(s) of conflicts and proposes solutions
  • Prioritizes incoming meeting requests based on schedules and needs
  • Establishes appointment priorities and accepts and/or declines appointments based on availability and level of importance
  • Updates email distribution list of different group meetings
  • Arranges meetings, conferences, lab tours and interviews
  • Assembles meeting materials including support in preparation of PowerPoint slides for meeting
  • Arranges WebEx and conference call numbers
  • Ensures visitors are registered properly and that meetings are communicated to all attendees
  • Prepares agenda, takes minutes (as needed) and follow ups of action items
  • Assists in lab tour scheduling and assigning staff
  • Arranges guest wifi as needed
  • Prepares interview itinerary for job applicant visits
  • Orders refreshments as needed
  • Makes complex travel arrangements
  • International travel including Visa submissions
  • Monitors flights and makes changes as necessary
  • Books hotels, ground transportation
  • Interprets and adapts guidelines, including unwritten policies
  • Uses greater judgement/initiative to determine the approach in non-routine situations
  • Responsible for supplies, maintenance coordination, office files, etc.


  • 2-3 years administrative R&D, Scientific or Clinic Project Experience
  • R&D and/or Scientific Degree Preferred


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