Salk Institute for Biological Studies Hiring for Lab Administrative Manager, Laboratory of Plant Molecular & Cellular Biology at La Jolla, CA Full Time

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.

The Salary Range for this position is $67,500-$85,000 annually. 

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.