Lab Administrative Manager

Staff Career•La Jolla, CA

4d•Onsite

About The Position

The Lab Administrative Manager provides executive level administrative support to the Salk Cancer Center (SSC) Director and their affiliated lab group, including lab scheduling, correspondence, management, and general administrative assistance. Manages and administers program activities for the Salk Cancer Center which includes roughly 30 faculty members and the associated large NIH grant. Uses initiative, resourcefulness, and good judgment to handle a wide variety of administrative and support duties such as project management, maintaining filing systems, processing paperwork, composing correspondence and coordinating meetings and travel arrangements. Serves as liaison to administrative units (Research Accounting, Finance, Payroll, Human Resources, IT, etc.). This role 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 the scope of defined standard protocols. May provide some assistance/and or guidance to lower-ranked administrative support staff.

Requirements

Minimum of 5+ years of increasingly complex, general, administration support, preferably in an academic environment.
Bachelor’s Degree or equivalent combination of education and work experience.
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).
Outstanding organizational and time management skills, able to set up work-flow processes, prioritize, and particular attention to.
Demonstrated administrative success with proven ability to analyze, interpret and apply management principles and practices for a large, multi-disciplined.
Ability to multi-task and work efficiently and communicate well on status of.
Demonstrated experience with a wide range of computer software including multi-media, relational database, spreadsheet, and word processing programs.
Proficiency with office equipment, computers, and Microsoft Office.
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.
Thorough knowledge of common office management procedures and practices including complex travel arrangements, calendaring, meeting planning, expense reporting, purchasing and inventory.
Experience carrying out assignments with minimal.

Nice To Haves

10+ years’ experience of increasingly complex administration support, preferably in an academic research environment.
Project management and NIH grant submission experience.
Familiarity with federal and state grant rules and.
Prior experience in a research and/or academic.
Management level administrative support.
Experience in creating PowerPoint presentations and creating infographics in various material.
Prior software implementation and project management.

Responsibilities

Assisting the SCC (“Salk Cancer Center”) Director and Associate Director of Research Administration (“AD-ResAdmin”) with administrative management of SCC activities and plays a key functional role in the 5-year renewal application process, annual progress reports, and financial management and tracking of the NCI P30 Cancer Center Support Grant (“CCSG”).
Ensuring appropriate administrative and financial management of the CCSG and institutional research training grants, as well as various other Cancer Center components.
Supporting collaborative growth opportunities in cancer research by coordinating and facilitating collaborative programmatic federal applications.
Participating in all SCC events, including scientific meetings, retreats, external and internal advisory board meetings.
Tracking and reporting post award aspects of the grant to facilitate budget planning, analysis, and financial oversight for CCSG-supported programs such as shared resource cores, pilot grants, and developmental efforts.
Administrative, fiscal, and operational management of the Center.
Tracking CCSG support for services, supplies, and salaries to all CCSG members and personnel, submitting finance and research accounting forms on a weekly basis for Cancer Center.
Attending weekly Salk Cancer Center (SCC) Administration meetings and record minutes to be preserved for NIH record-keeping.
Attending all monthly SCC Executive Committee meetings and quarterly SCC Research Program meetings, record minutes to be distributed to all attendees.
Assisting with planning annual External Advisory Board meeting, coordinate all scheduling and travel to Salk for the eight person EAB who are distributed across the.
Compiling and presenting pertinent information on budgets and shared resources to the Director prior to External Advisory Board meetings and as.
Assisting with planning and attending the SCC annual off-site.
Circulating the Request For Applications (RFA) for Pilot Grant awards funded by the CCSG Pilot Grant programs.
Assisting in the review process, set up accounts, and distribute funds to recipients in coordination with the AD-ResAdmin.
Serving as point of contact with NCI, AACI, and AACR for all website and other SCC promotional.
Serving as an additional administrative liaison between the Salk SCC and local partners (UCSD Moores Comprehensive Cancer Center and the Sanford Burnham Prebys Cancer Center) to organize and assist in planning annual San Diego pan-Cancer Center (“C3) retreats and Curebound related activities.
Originating content for the Salk Institute SCC external website, including coordinating with Salk Comm team on upcoming press releases and in charge of working with CC Director and AD Administration to develop new content, updating the SCC website at least quarterly (beyond the automatic feed of news stories).
Working directly with SCC Director, AD-ResAdmin, and Grants office to complete and submit the NCI 5-year competitive renewal CCSG application.
Aiding in preparation of the grant proposal by reviewing and updating application guidelines.
Completing financial and administrative forms, request and prepare institutional letters of support, check accuracy of budgets, assemble and index the application and ensure timely delivery to the funding.
Editing biosketches and publications lists for all key personnel of the Cancer Support.
Communicating grant requirements to the CCSG-supported Shared Resource Core directors.
Collecting pertinent information from core directors, including budgets, recharges, and usage.
Organizing site-visit presentations, tours, and.
Working with Office of Technology Development to track new discoveries and technologies stemming from SCC member.
Assisting Director and AD-ResAdmin with response to Administrative Review letter, including reviewing all external support tables, budgets, and data of Shared Resources.
Reviewing all materials collected for the Site Visit, including updated bio sketches, instrument logbooks and records of shared resources, minutes or reports of external and internal advisory committees, institutional data and safety monitoring plan, IACUC protocol compliance and updated Standard SCC.
Being available to attend the NCI Site Visit Administrative Reviewer session and be familiar with SCC membership and how the CCSG supports all members.
Reviewing and communicating current instructions and formatting for the annual Research Performance Progress Report (RPPR) to Senior Leadership and Shared Resource Core Directors.
Providing updated status of Core.
Updating publication lists; identifying internal and external collaborations; proactively assisting with Shared Resource acknowledgment/citation with CC.
Assisting with developing content for the Developmental Funds, Administrative Core, and Shared Resource Scientific Core sections of the.
Managing and tracking all aspects of the CCSG budget.
Communicating operational budget surplus/deficit and working with Research Accounting to assure fiscal and agency compliance.
Providing financial information, analysis and planning for CCSG-supported programs, including Shared Resources, Pilot Grants, and Developmental Funds.
Serving as liaison for the SCC to the Institute’s administrative departments regarding all aspects of the SCC Shared Resources to ensure continuing cancer centric support and access.
Assisting the Institute Executive Director for Research Operations to ensure CCSG supported Shared Resources compliance with CCSG guidelines.
Establishing priorities and organizing workload to meet deadlines.
Developing and maintaining calendaring, emails, and project management system to ensure that Faculty receives adequate reminders of approaching deadlines, and that deadlines and objectives are met.
Managing and administering program activities for Centers and large NIH grants.
Overseeing and participating in the distribution of communications and information to the lab group members and Salk Cancer Center faculty.
Managing sensitive incoming communications.
Reviewing, analyzing and determining appropriate next step in processing/routing.
Serving as liaison with other departments including Grants, Research Accounting, Finance, HR, Admin Services, Procurement, and Facilities Services to ensure appropriate services are.
Helping maintain calendar for principal investigator (PI) and arranging meetings and meeting locations, both virtual and in person for PI and lab members.
Supporting several recurrent monthly scientific seminar series hosted by the PI, involving meeting locations, catering, and coordinating with Events staff when necessary.
Arranging all work-related travel for faculty and ensuring all logistics are confirmed well in advance of the trip.
Processing reimbursements for travel and other expenses.
Developing travel itineraries for national and international meetings; arranging all aspects of travel, transportation and meeting participation (such as electronic abstract submissions) through final reimbursement.
Planning conferences, meetings, and events including coordinating seminars, conferences and other meetings including site/facilities selection and procurement, catering, scheduling and speaker arrangements.
Obtaining authorizations and completing pre and post-travel forms as required by the Accounting Department using Chrome River software.
Booking transportation, hotel, and meeting registrations for lab members.
Tracking prepayments and.
Originating content for the lab external website, working with Faculty to develop new content, updating the website at least quarterly including all lab group members photos and information on fellowships and grants they have received.
Performing other related duties as assigned by management.