Job Description

Job location is at 10240 Science Center Drive,San Diego, CA 92121

Under the direct supervision of the Chief Financial Officer (CFO), this position provides high-level administrative and organizational support to the CFO and the Finance department in a fast-paced, high-volume environment. The ideal candidate is a self-starter with strong attention to detail, the ability to handle confidential information with discretion, and a foundational understanding of finance-related processes.

This role is well-suited for an individual who thrives in a dynamic environment, demonstrates strong organization and time management skills, and can effectively manage shifting priorities. The position requires excellent communication skills to coordinate with a wide range of internal and external stakeholders, as well as the ability to support and manage projects with defined deadlines.

Who We Are

The Salk Institute is an internationally renowned research institution that values allmembers of our scientific community. We seek bold and interactive leaders passionate about exploring new frontiers in science. Our collaborative community embraces perspectives across discipline, professional acumen, and unique life experiences, fostering innovation, and a sense of belonging. Together, we strive to improve the wellbeing of humanity through groundbreaking research.

Founded by Jonas Salk, developer of the first safe and effective polio vaccine, the Institute is an independent, nonprofit research organization and architectural landmark: small by choice, intimate by nature, and fearless in the face of any challenge. Salk's vibrant community has many talented individuals from varied backgrounds, each playing a crucial role in driving our mission forward. From visionary leaders to dedicated administrators and brilliant faculty members, the Institute is united by a shared passion for scientific exploration and innovation.

What Your Key Responsibilities Will Be

Administrative Support

• Serves as the primary administrative contact supporting the CFO, the Senior Director of Finance, and the Finance department.
• Schedules meetings, conference calls, and events as requested. Ensures all logistical details are handled (e.g., meeting space, equipment, refreshments, etc.).
• Drafts, proofreads, and/or edits correspondence for the CFO, including emails, letters, and reports. Ensures all materials are accurate, well-organized, and ready on time.
• Processes credit card expenditures and expense reports.
• Manages the Finance department general phone line and CFO’s phone as needed; responds to routine inquiries, and escalates matters appropriately and in a timely manner.
• Serves as initial point of contact for in-person visitors, addressing routine questions or directing them to the appropriate contact. Coordinates visitor registration with Security Department and provides directions as needed.
• Assists with organizing and executing projects, tracking deadlines, deliverables, and progress, as needed.

Finance Department Support

• Drives to the Institute’s main campus, the bank, and the post office/FedEx as needed.
• Monitors Finance email inbox, responds to routine inquiries, organizes and files correspondence, and escalates matters as appropriate.
• Monitors Investments email inbox, filing incoming emails and attachments, ensuring all important documents are properly archived.
• Photocopies, scans, and prints both general and confidential
• Participates in team meetings and may prepare agendas and record meeting minutes.
• Schedules and coordinates arrangements for department/team events.
• Prepares, sorts, and distributes incoming and outgoing mail and packages.
• Provides administrative support during peak periods, staff absences, or vacancies.
• Orders office supplies, materials, and equipment, maintains inventory, and performs basic troubleshooting of office equipment to ensure smooth operation of Finance office.
• Liaises with internal departments such as Facilities and Information Technology to initiate and schedule work/service orders, and schedules services with outside vendors.
• Tracks all completed journal entries on the Control Log on a daily basis.
• Tracks all reviewed and approved reconciliations on a monthly basis.
• Sets up new vendors, makes banking and other changes to existing vendor profiles, and uploads vendors’ W-9s.
• Sets up vendor direct deposit payments.
• Performs general administrative duties and supports special projects, as assigned.
• Performs other related duties as assigned by management.

What we Require

• Bachelor's Degree from four-year college or university in relevant field such as Finance, Accounting, or other business field, or equivalent combination of education and related experience.
• Minimum of three years of professional work experience in an administrative support or management assistant role within an Accounting or Finance department or a bank/financial institution.
• Certificates, licenses, and registrations preferred: Notary, or willingness to become a notary.
• Computer skills required: Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and Adobe Acrobat; familiarity with accounting or financial software. ChatGPT and other AI tools.
• Valid CA driver’s license, clean driving record, and transportation.

What We Can Offer

The expected pay range for this position is $27.00 to $35.00 per hour Salk Institute provides pay ranges representing its good faith estimate of what the institute reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

Benefits

Salk Institute offers competitive benefits, including medical, dental, vision, retirement, paid time off, tuition reimbursement, patient advocacy services, and transit/parking program.

Salk Values

The Salk Community, both scientists and administrators, worked together to define values that we believe support Salk’s pursuit of excellence. To be truly the best scientific institution requires not only incredible discoveries, but a common understanding of how we should work together to enable those discoveries.

The acronym “I CARE”provides a simple way to remember each of the values and reminds each of us of the importance of what we do each day.

Equal Employment Opportunity Statement

The Salk Institute for Biological Studies is an Equal Opportunity Employer and is committed to providing equal access to opportunities for students, employees, applicants for employment and other visitors. Salk has also adopted and maintains a policy to encourage professional and respectful workplace behavior and prevent discriminatory and harassing conduct in our workplace.

Accordingly, the Institute prohibits harassment and discrimination in employment on the basis of, and considers all qualified applicants for employment without regard to, actual or perceived race (race is inclusive of traits associated with race, including, but not limited to, hair texture and protective hairstyles. Protective hairstyles include, but not limited to, such hairstyles as braids, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, age, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), reproductive health decision making, gender, gender identity, gender expression, sexual orientation, veteran and/or military status (disabled veteran, veteran of the Vietnam era, other covered veteran status), political affiliation, and any other status protected by state or federal law.

Discrimination is prohibited with any intersectionality of the above-mentioned characteristics, including:

1. Any combination of characteristics.
2. A perception that the person has any of the characteristics or any combination of those characteristics.
3. A perception that the person is associated with a person who has, or is perceived to have, any of those characteristics or any combination of those characteristics.