Research Administrative Assistant III
Salk Institute for Biological Studies

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.

DUTIES AND RESPONSIBILITIES: 

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.

SUPERVISORY RESPONSIBILITIES: 

• This job has no supervisory responsibilities. 

QUALIFICATIONS: 

Required:

• 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.

EDUCATION

Required:

Bachelor's degree or equivalent combination of education and work experience.

The expected pay range for this position is $26.92 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.

SALK VALUES: 

• Integrity - Guides our moral compass and underpins our every action. We do what is right in all situations for no other reason than because it is right. We uphold honesty and ethical behavior and make good on our commitments. We understand that words and deeds matter and that integrity leads to trust.
• Community- Enables us to harness the power of our collective talents. We work together towards common goals. We recognize the importance of diversity where everyone’s ideas, identities, backgrounds, and perspectives are valued and pave the paths that propel us forward. We understand our pioneering role in the broader scientific community and take pride in our efforts to have a positive impact on the world.
• Accountability - Keeps us focused, and keeps us honest. We are responsible not only for our own success, but the success of our teams and the entire Institute. We consider how the actions we take and the decisions we make in our own work may impact others.
• Respect - Creates the foundation of trust and brings out the best in us all. We value the experiences, identities, and feelings of those we work with, regardless of their position or their relationship to us. We provide feedback in a constructive manner, use appropriate language, and allow others to share their thoughts and ideas without fear of ridicule.
• Empowerment - Amplifies all voices and inspires the pursuit of greatness. We lift each other up, enabling us to grow continuously and live to our fullest potential. We support the expression of ideas, encourage self-advocacy, inspire confidence and recognize that an environment of mutual respect is critical to our collective success.

COMPETENCIES:

• Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally required to stand
• Occasionally required to walk
• Continually required to sit
• Occasionally required to utilize hand and finger dexterity
• Occasionally required to climb, balance, bend, stoop, kneel or crawl
• Frequently required to talk or hear
• While performing the duties of this job, the noise level in the work environment is usually quiet      

The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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