Job Details
Description
POSITION SUMMARY
Provides general administrative (executive level) support to the PI's and
affiliated lab groups including general department administration management
and assistance and coordination of new and ongoing department undertakings.
Provides complex professional-level work in the assigned functional areas of
budget and financial analysis for labs. Creates and maintains all financial
reports including revenue and expense reports. Prepares revenue forecasts and
annual budgets for review. Works closely with Institute departments such as
Research Accounting, Grants, Payroll, Human Resources, Grant Administration,
Computing, Communications, etc. Coordinates with other executive level
administrative and project managers for scheduling and other organizational
purposes.
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 in a highly
reliable manner. Executes business travel planning, expense
(pre-)approvement and prompt reimbursements. Serves as liaison to
Administrative units (Payroll, Human Resources, Computing, etc.). Writes and
edits funding proposals, correspondence, documents, scientific proposals and
grants, reports, and manuscripts. Independently writes administrative portions
of scientific proposals and submits pre, post and renewal grant proposals
online with minimal input from Faculty or scientific staff.
Receives general instructions, routine assignments and detailed projects and
handles/completes independently. Follows standard administration procedures
and processes. Will work both independently and as part of a team. With
limited guidance, prioritizes and executes responsibilities, applies
experience and judgment to make decisions or resolve complex issues beyond
scope of defined standard protocols.
ESSENTIAL FUNCTIONS
(65%) 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. Maintains calendar for principal
investigators along with project and program managers.
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.
In consultation with faculty members, types correspondence, documents,
scientific proposals and grants, reports, and manuscripts. Composes,
proofs, edits as needed.
Scans, formats and amends images or text for final Power Point
presentations.
Serves as liaison with other scientific laboratories and/or scientific
cores and administrative 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, Asana, etc.).
Completes standard general administrative duties such as photocopying,
filing, mail sorting and distribution, maintenance of lab bulletin boards,
etc.
Coordinates the activities of student and/or volunteer personnel along
with relevant internal events.
Responsible for Salk Visa card reconciliation.
Responsible for TMSS timesheet approvals.
Responsible for laboratory key control.
Uses spreadsheet and database software to develop and maintain a variety
of databases.
Maintains laboratory inventory for office supplies and equipment. Arranges
for shipments of laboratory chemistry, supplies and facilitates relevant
office equipment purchase and 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.
Coordinate distribution of antisera to outside investigators and fulfills
all requirements to abide by NIH and Salk guidelines.
(10%) Budget and Financial Analysis
Track expenses by project including salaries, equipment, supplies and
research requirements on a monthly in close collaboration with Accounting
and Finance and the HPI program manager. Ensures that administrative
requirements of grant and philanthropic programs are accomplished.
Performs monthly financial analyses and creates reports and
recommendations for faculty and senior management personnel regarding
spending trends and forecasts.
Provides financial information that provides a comprehensive view of the
fiscal performance of the labs/research in all its aspects, by project and
milestone.
Compiles and analyzes statistics on all areas of income/expenses and make
recommendations to improve productivity and efficiency, while staying
within budget.
Writes funding proposals for various events and agencies for special
meetings and research symposia.
(20%) Research Support
Independently writes administrative portion of scientific proposals and
submits pre, post and renewal grant proposals online with minimal input
from Faculty or scientific staff.
Onboards and offboards hires in coordination with Human Resources.
Creates, maintains and updates required documents associated with adjunct
appointments of faculty.
Maintains alumni database of post trainee work experience.
Keeps lab website up to date.
Maintains libraries of reprints and coordinates payment for any
publication costs. Creates PDF files of publications for distribution to
scientific community.
Prepares and maintains biographies, statements of research,
bibliographies, copies of new publications, lists of publications, and
curriculum vitae for faculty and research staff.
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 insure that deadlines are met.
(5%) 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.
EXPERIENCE
Required
A minimum of 5 years of office experience in an unstructured, high volume,
dynamic environment.
Demonstrated experience with a wide range of computer software including
multi-media, relational database, spreadsheet and word processing
programs.
Fund management experience with external funding sources (e.g. federal,
state, voluntary health agencies and private foundations) in a higher
education and/or non-profit research environment.
Demonstrated administrative success with proven ability to analyze,
interpret and apply management principles and practices for a large,
multi-disciplined organization.
Thorough knowledge of common office management procedures and practices
including complex travel arrangements, calendaring, meeting planning,
expense reporting, purchasing and inventory management.
Experience in accounting and familiarity with laboratory financial
analysis.
Experience with grants application process and knowledge of scientific
research to support grant writing.
Preferred
Experience using purchasing software.
Experience in a research environment.
Prior software implementation and project management experience.
EDUCATION
Required
Bachelor's degree or equivalent combination of education and work
experience.
SKILLS AND ABILITIES
Required
Demonstrated skills in financial planning, budget analysis, preparation
and maintenance.
Demonstrated analytical skills, including the ability to independently and
accurately research, compile, organize, calculate and analyze various
types of information, documents, situations and problems to define issues
and the ability to formulate and produce concise reports and effectively
present information.
Ability to analyze large quantities of financial data, extract pertinent
data, compile, analyze and present data effectively and ability to prepare
accurate financial reports. Skill in budget preparation, spending pattern
analysis. Familiarity with budget justifications, data submissions and
other documents related to Federal and private foundation grants and
contracts.
Excellent oral and written communication skills utilizing sound judgment,
tact, diplomacy, political astuteness, and a recognition of situations
requiring confidentiality. Skill and ability to interact professionally
and productively with diverse groups including foreign nationals, the
business community, faculty, staff, and students.
Demonstrated skill and ability to provide executive level administrative
support in an academic research setting with the demonstrated skill and
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 independently evaluate administrative goals,
prioritize plan for implementation, establish timeline, secure and oversee
the participation of appropriate contributors, organize materials and
insure quality product within established deadlines.
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.
Skill and ability to prepare and/or incorporate complex and original
computerized reports, charts, tables, graphs, slide and other materials.
Experience with standard business office equipment such as photocopier w/
duplex and collate functions, fax machines, PowerPoint projectors, etc.
Hands on experience with the submission of pre, post and renewal grant
proposals. Ability to learn and maintain awareness of scientific projects
in support of grant writing duties.
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.
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.
SPECIAL CONDITIONS OF EMPLOYMENT
Must be willing to work in an animal related research environment.
Must be willing to work an adjusted schedule based on workload and
deadlines.
Must be comfortable reporting to supervisor(s) remotely due to physical
work location and supervisor's travel schedule.
Successful completion of the Institute's background investigation.
Must be willing to sign a confidentiality agreement.
PHYSICAL REQUIREMENTS/MENTAL ACTIVITIES/ENVIRONMENTAL CONDITIONS
This position requires constant adjusting focus, keying, seeing, sitting,
touching/feeling, analyzing, calculating, communicating, reading, reasoning,
writing, and working inside.
Salary Range is $67500-$88750
Qualifications
Skills
Behaviors
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Motivations
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Education
Experience
Licenses & Certifications
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)
