Salk Institute for Biological Studies Hiring for Research Administrative Assistant III, Biophotonics Core at La Jolla, CA Full Time

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.

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.
• 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.

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.

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.

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 $40.23 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.

COMPETENCIES:

• Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Analytical – Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Business Acumen – Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
• Change Management – Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results
• Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
• Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Delegation – Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Design – Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
• Initiative – Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Innovation – Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others’ attention.
• Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.
• 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.
• Leadership – Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Managing People – Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates’ activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates’ skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.; Continually works to improve supervisory skills.
• Motivation – Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• 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.
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Project Management – Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Quality Management – Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Quantity – Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
• Strategic Thinking – Develops strategies to achieve organizational goals; Understands organization’s strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.
• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
• Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Visionary Leadership – Displays passion and optimism; Inspires respect and trust; Mobilizes others to fulfill the vision; Provides vision and inspiration to peers and subordinates.
• 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.
• Safety and Security – Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Diversity – Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.

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
• Frequentlyrequired to talk or hear
• While performing the duties of this job, the noise level in the work environment is usually quiet
• Additional remarks regarding work environment:      
• Specialized equipment, machines, or vehicles used:       

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.