Research Administrative Assistant III

Salk Institute Office of Technology Development•San Diego, CA

66d•$30 - $35•Onsite

About The Position

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.

Requirements

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

Nice To Haves

Prior experience in a research and/or academic environment.
Management- level administrative support experience.
Familiarity with federal and state grant rules and processes.

Responsibilities

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.
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.
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.
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.
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.