Administrative/Support, Research Support - Laboratory/Non-Laboratory, Staff/Administrative
Provides general administrative (executive level) support to multiple PIs 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 administratives 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.
(50%) 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.
Maintains monthly summary of financial expenditures, customized as needed for the individual P.I.
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.
(25%) Research Support
Creates, maintains and updates required documents associated with adjunct appointments of faculty.
Maintain alumni database of post trainee work experience.
Maintains libraries of reprints and coordinates payment for any publication costs.
Creates PDF files of publications for distribution to scientific community.
Submits pre, post and renewal grant proposals online. Assists in coordinating grant submissions with the Grants Office, other institutions, and on-line grant submissions.
Assists in the development of grant budgets. Maintains familiarity with federal and state grant rules and processes.
Format Reference Sections for Grants and papers, either manually or using EndNote.
Prepares and maintains biographies, statements of research, bibliographies, copies of new publications, lists of publications, and curriculum vitae for faculty and research staff. Manages submissions of publications to the digital archive PubMed Central.
Researches and prepares materials for reports through use of computerized data, library materials, external agencies, etc.
Identifies and collects information on research award and grant opportunities and disseminate materials as appropriate. Tracks application process to ensure that deadlines are met.
Accesses, navigates and uses the internet and Salk intranet, including e.g. NIH websites, PubMed, and UCSD and Salk Libraries, to do searches and downloading of paper pdfs, as well as websites for various journals.
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).
Enter amendments provided by the PI to the Lab’s animal protocols in eSIRIUS if requested by PI.
Inventories or cross-checks capital equipment annually and/or as requested.
Renews PI’s annual membership in scientific societies.
(25%) Meeting and Travel Support
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.
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.
Coordinates processing and screening of applicants with Human Resources.
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.
Prior experience in a research and/or academic environment.
Management level administrative support experience.
Familiarity with federal and state grant rules and processes.
Bachelor's degree or equivalent combination of education and work experience.
SKILLS AND ABILITIES
Demonstrated skill and ability to provide executive level administrative support in an academic research setting.
Ability to provide analysis and/or evaluation leading to the development or improvement of administrative policies, procedures, and practices. Demonstrated ability to creatively and analytically resolve problems, make recommendations and projections, and implement new procedures when appropriate.
Demonstrated ability to creatively and analytically resolve problems, make recommendations and projections, and implement new procedures when appropriate.
Demonstrated ability to independently evaluate administrative goals, prioritize plan for implementation, establish timeline, secure and oversee the participation of appropriate contributors, organize materials and ensure quality product within established deadlines.
Ability to learn and understand Salk policy and procedures related to fiscal administration (including travel, entertainment and purchasing), academic research appointments, visas, and intellectual property. Ability to gain a broad understanding of the organization and requirements of the Salk Institute for Biological Studies, including budgetary and other issues, so that accurate communications with these entities are facilitated.
Excellent English language skills including a superior knowledge of appropriate vocabulary usage, composition (spelling and grammar), editing, proofreading, and knowledge of various report and journal styles. Ability to read and comprehend college-level and post-graduate level materials and extract information as needed.
Excellent verbal communication skills. Ability to utilize sound judgment, tact, diplomacy, political astuteness, and a recognition of situations requiring confidentiality. Ability to interact professionally and productively with diverse groups including foreign nationals, faculty, staff, students and external constituents.
Familiarity with budget justifications, data submissions and other documents related to R01 grants.
Skill and ability to monitor budgets and to track/report expenses.
Skill and ability to prepare and/or incorporate complex and original computerized reports, charts, tables, graphs, slide and other materials.
Demonstrated knowledge and experience with both PC and MAC operating systems, standard business office equipment and commonly used software and tools, such as Microsoft Office, electronic mail, and the internet.
Proficient in EndNote and maintaining PIs EndNote reference database. Proficient in analytic tools including Excel, Access, Pivot tables, Cognos, Financial Link, etc.
Broad understanding of the organization and requirements of the Salk Institute for Biological Studies, including budgetary and other issues, so that accurate communications with these entities are facilitated.
Knowledge of Salk policy and procedures related to fiscal administration (including travel, entertainment and purchasing), academic research appointments, visas, and intellectual property.
Skill and ability to develop and monitor budgets and to track/report expenses. Knowledge of campus web-based applications to track expenses, create reports, and process financial transactions.
Experience in all aspects of coordinating meetings and conferences, including site selection, catering, audiovisual services, travel arrangements, purchasing, honorarium, travel reimbursements etc.
Demonstrated experience in arranging international travel.
Hands on experience with the submission of pre, post and renewal grant proposals.
SPECIAL CONDITIONS OF EMPLOYMENT
Must be willing to work in an animal-related research environment.
Able to occasionally work a flexible schedule based on workload and deadlines.
Must be able to work occasional overtime.
Position may require working in multiple physical locations on campus.
Must be comfortable reporting to supervisor(s) remotely due to physical work location and supervisor's travel schedule.
Must be able to maintain confidentiality.
Successful completion of the Institute’s background investigation.
This position requires constant sitting and working inside.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
Salk scientists are dedicated to innovative biological research. The Salk Institute consistently ranks among the leading research institutions in the world for its faculty's contributions and the impact of their findings. Focused both on discovery and on mentoring future generations of researchers, Salk scientists make groundbreaking contributions to our understanding of cancer, aging, Alzheimer's, diabetes and infectious diseases by studying neuroscience, genetics, cell and plant biology, and related disciplines. "We lead biological research. We prize discovery. Salk is where cures begin."Overlooking the Pacific Ocean in La Jolla, the Salk Institute offers a warm, collegial and collaborative work environment, where employees enjoy a generous benefits program. Social activities on campus encourage interaction as a community.