Job Description

Job Location is at: 10010 N. Torrey Pines Road, La Jolla, CA 90037

The Research Administrative Assistant III provides general administrative support to multiple Principal Investigators (PI) and affiliated lab group including lab management, grant writing, editing and general administrative assistance. Uses initiative, resourcefulness, and good judgment to handle a wide variety of administrative and support duties such as project management, addressing inquiries, maintaining filing systems, processing paperwork, composing correspondence, and coordinating meetings and travel arrangements. Serves as liaison to administrative units (Payroll, Human Resources, Grant Administration, Computing, etc.). Coordinates with other executive level administrators and project managers for scheduling and other organizational purposes in departmental or multi-PI project related matters. Works both independently and as a team member. With limited guidance, prioritizes and executes responsibilities, applies experience & judgment to make decisions or resolve complex issues beyond scope of defined standard protocols. May provide some assistance/and or guidance to lower classified administrative support staff.

Who We Are

The Salk Institute is an internationally renowned research institution that values all members 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

Executive Level Administrative Support to Faculty

• Establishes priorities and organizes workload to meet deadlines. Develops and maintains calendaring or project management system to ensure that Faculty receives adequate reminders of approaching deadlines, and that deadlines and objectives are met.
• Oversees and participates in the distribution of communications and information to the lab group members.
• Manages sensitive incoming communications. Reviews, analyzes, and determines appropriate next step in processing/routing. Uses independent judgment and discretion as to the type and level of dissemination of information to various lab members.
• Maintains calendar for principal investigator(s) as needed.
• In consultation with Faculty member, types correspondence, documents, scientific proposals and grants, reports, and manuscripts. Composes, proofs, edits as needed. Assists in figure composition for manuscript submissions. Assists in formatting manuscripts and figures to comply with journal specifications.
• Serves as liaison with other departments including Accounting, HR, Admin Services, and Facilities Services to ensure necessary services.
• Analyzes and advises others on the use of new computer software for faculty, researchers, and staff. Demonstrates and teaches new and upgraded software programs (e.g. MS Word, Excel, PowerPoint, Photoshop, EndNote, etc.).
• Coordinates the activities of student and/or volunteer personnel.
• Uses spreadsheet and database software to develop and maintain a variety of databases.
• Maintains and orders inventory for laboratory reagents, office supplies and equipment. Arranges for shipments of laboratory supplies and facilitates laboratory and office equipment maintenance.
• Uses appropriate systems, forms and other tools and technologies to pre-establish and monitor expenditure, process various reimbursements, and make purchases.
• Researches and prepares materials for reports through use of computerized data, library materials, external agencies, etc.

Research Support

• Prepares and maintains NIH biosketches, biographies, statements of research, bibliographies, copies of new publications, lists of publications, and curriculum vitae for faculty and research staff. Maintains My NCBI databases for assigned PIs to ensure that their publications are compliant.
• Researches and prepares materials for reports through use of computerized data, library materials, external agencies, etc.
• Registers new publications as required by NIH and funding agencies, e.g. with NIH MyBiblio, eSNAP, etc to credit proper NIH grant numbers (as indicated in acknowledgements of the paper and confirmed by PI).
• Maintain libraries of reprints and coordinates payment for any publication costs.
• Coordinates payment for any publication costs.
• Renews PI’s annual membership in scientific societies.
• PPMS software financial fund authorization for core services and UCSD invoice review.

Grant/Award Support

• Manages, compiles, and submits grant proposals. Uses Cayuse system for uploading NIH grant segments.
• Identifies, reports and records Salk and actual submission deadlines with clear, detailed task lists for PI to manage application guidelines.
• Prepares budget in conjunction with GRDEV, obtain PI approval, submit to Grants for final version.
• Maintains updated grant materials (CV/BIOs, awards/funding, etc).
• Maintains file copy and tracks approval/denial for Progress Reports and Support reports.
• Identifies, compiles, and submits postdoctoral funding requests and fellowship applications based on individual qualifications.

Fund Management

• Partners with RACT team and utilizes Reporting Tool to monitor on fund balances.
• Attends meetings with PI and RACT specialist regarding fund management.
• Adheres to specific grant/gift restrictions related to spending.
• Follows institutional business and travel reimbursement policies.
• May assist PI with personnel related communications and distribution/effort allocations to the grants/gifts in the lab.
• Examines reports for accuracy (includes proper allocation of costs for recharges, animal per diems, and other lab related expenses).
• Reviews and approves lab expenditures as applicable.
• Coordinates completion of the bi-annual inventory of Salk owned capital equipment. This includes confirming the status, location and other identifying information about capital equipment based on the list provided by Finance
• Utilizes Reporting Tool to communicate all capital equipment changes to Finance on a timely basis, such as sale, trade-in and disposal.

Meetings, Events & Travel

• Develops travel itineraries for national and international meetings; arranges all aspects of travel, transportation, and meeting participation (such as electronic abstract submissions) through final reimbursement. Conference, meeting, and event planning including coordinating seminars, conferences and other meetings including site/facilities selection and procurement, catering, scheduling, and speaker arrangements.
• Understands the institute’s travel and expense policies and ensuring compliance (when making travel arrangements and submitting expense reimbursement reports and/or Visa reconciliations.
• Obtains authorizations and completes pre- and post-travel forms as required by the Accounting Department. Books transportation, hotel, and meeting registrations for lab members. Tracks prepayments and reimbursements.
• Coordinates interview scheduling and candidate visits related to the recruitment of lab staff. Arranges on-site parking reservations, air travel, ground transportation, hotel and meals. Coordinates room reservations for events. Creates and disseminates announcements and visitor events. Schedules interviews.

What we Require

Requied:

• Bachelor's degree or equivalent combination of education and work experience.
• Minimum of 4 years of increasingly complex administration or executive support.
• Proven experience in writing/editing general correspondence and miscellaneous documents as well as experience with drafting, editing, and solid proofreading abilities (grammar, punctuation, spelling and presentation).
• Excellent organizational and time management skills, able to set up work-flow processes, prioritize, and particular attention to detail.
• Proficiency with office equipment, computers and Microsoft Office Suite.
• Experience carrying out assignments with minimal instruction.

Preferred:

• Prior experience in a research and/or academic environment.
• Management- level administrative support experience.
• Familiarity with federal and state grant rules and processes.

What We Can Offer

The expected pay range for this position is $30.00 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.