Lab Administrative Manager

The Lab Administrative Manager provides general administrative (executive level) support to Principal Investigators (PIs) and affiliated lab groups including general department administration management and assistance and coordination of new and ongoing department undertakings. Works closely with Institute departments such as Research Accounting, Grants, Payroll, Human Resources, Grant Administration, Communications, etc. as well as 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 scheduling, coordinating meetings and travel, addressing inquiries, maintaining filing systems, processing paperwork, composing correspondences, and assisting with project management in a highly reliable manner. Executes business travel planning, expense pre-approvement and prompt reimbursements. Proofreads and edits funding proposals, correspondence, documents, scientific proposals and grants, reports, and manuscripts. Submits pre, post, and renewal grant proposals online with minimal input from faculty or scientific staff. Provides complex professional-level work in the assigned functional areas of budget and financial analysis for labs. Creates and maintains financial reports including revenue and expense reports. Prepares revenue forecasts and annual budgets for review.

Receives general instructions for 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.

Who We Are

The Salk Institute is an internationally renowned research institution that values all members of our scientific community. We seek bold and interactive leaders passionate about exploring new frontiers in science. Our collaborative community embraces perspectives across discipline, professional acumen, and unique life experiences, fostering innovation, and a sense of belonging. Together, we strive to improve the wellbeing of humanity through groundbreaking research.

Founded by Jonas Salk, developer of the first safe and effective polio vaccine, the Institute is an independent, nonprofit research organization and architectural landmark: small by choice, intimate by nature, and fearless in the face of any challenge. Salk's vibrant community has many talented individuals from varied backgrounds, each playing a crucial role in driving our mission forward. From visionary leaders to dedicated administrators and brilliant faculty members, the Institute is united by a shared passion for scientific exploration and innovation.

What Your Key Responsibilities Will Be:

Administrative Management & Faculty Support:

• Establishes priorities and organizes workload to meet deadlines.
• Develops and maintains a calendaring or project management system to ensure that faculty receives adequate reminders of approaching deadlines and objectives.
• Ensures that the PIs are prepared for meetings, conferences, and other events with necessary materials and information.
• Oversees and participates in the distribution of communications and information to the lab group members.
• Reviews and analyzes incoming communications to determine the appropriate next step(s) in processing/routing using independent judgement and discretion.
• Composes, proofs, and edits correspondences, documents, scientific proposals, grants, reports, and manuscripts in consultation with faculty members.
• 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 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.
• Reconciles Salk Visa card.
• Approves TMSS timesheets.
• Develops and maintains a variety of databases using spreadsheets and database software.
• Maintains laboratory inventory for office supplies and equipment. Arranges for shipments of laboratory 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.
• Coordinates distribution of samples to outside investigators and fulfills all requirements to abide by NIH and Salk guidelines.

Budget & Financial Analysis:

• Tracks expenses by project including salaries, equipment, supplies, and research requirements on a monthly basis in close collaboration with Accounting, Finance, and the HPI Director of Program Management and 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 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.

Research Support:

• Independently writes administrative portions 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 ensure that deadlines are met.

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 arranging speaker visits.
• 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 for visitor events.
• Coordinates processing and screening of applicants with Human Resources.
• Performs other related duties as assigned by management.

What we Require

• A minimum of 5 years of increasingly complex, general administration support, preferably in an academic environment.
• Bachelor's Degree (BA) from four-year college or university, or one to two years of related experience and/or training, or equivalent combination of education and experience.
• Thorough knowledge of common office management procedures and practices including complex travel arrangements, calendaring, meeting planning, expense reporting, purchasing and inventory management.
• Ability to represent the Principal Investigator and lab group in a highly professional and positive manner.
• Strong ability to prioritize tasks, multitask efficiently, and meet deadlines with attention to detail.
• Excellent verbal and written communication, with sound judgment, tact, and discretion.
• Ability to analyze and resolve problems, make recommendations, and implement improvements independently.
• Ability to interact effectively with diverse groups, including faculty, staff, executives, civic leaders, and international professionals.
• Ability to work in a fast-paced, high-activity environment where frequent interruptions, background noise, and shifting priorities are common.
• Skilled in preparing reports, charts, tables, and presentations, as well as using standard office equipment.
• Computer skills:




• Required : MS Office, Outlook, Zoom & video conferencing tools:

• Preferred: Windows & Mac operating system, Google Calendar, Accounting Software; Contract Management Systems; Development Software; Human Resource Systems; Inventory Software; Payroll Systems; Project Management Software)

• Other skills preferred:
  
  
  
  • 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.
  • Experience in accounting and familiarity with laboratory financial analysis.
  • Experience with grants application process and knowledge of scientific research to support grant writing.
  • Prior experience working in a research environment.
  • Prior experience using purchasing software
  • Prior software implementation and project management experience.
  
  
  
  

What We Can Offer

The expected pay range for this position is $68,640-$85,000 per annum. 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.

Benefits

Salk Institute offers competitive benefits, including medical, dental, vision, retirement, paid time off, tuition reimbursement, patient advocacy services, and transit/parking program.

Salk Values

The Salk Community, both scientists and administrators, worked together to define values that we believe support Salk's pursuit of excellence. To be truly the best scientific institution requires not only incredible discoveries, but a common understanding of how we should work together to enable those discoveries.

The acronym "I CARE" provides a simple way to remember each of the values and reminds each of us of the importance of what we do each day.

Equal Employment Opportunity Statement

The Salk Institute for Biological Studies is an Equal Opportunity Employer and is committed to providing equal access to opportunities for students, employees, applicants for employment and other visitors. Salk has also adopted and maintains a policy to encourage professional and respectful workplace behavior and prevent discriminatory and harassing conduct in our workplace.

Accordingly, the Institute prohibits harassment and discrimination in employment on the basis of, and considers all qualified applicants for employment without regard to, actual or perceived race (race is inclusive of traits associated with race, including, but not limited to, hair texture and protective hairstyles. Protective hairstyles include, but not limited to, such hairstyles as braids, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, age, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), reproductive health decision making, gender, gender identity, gender expression, sexual orientation, veteran and/or military status (disabled veteran, veteran of the Vietnam era, other covered veteran status), political affiliation, and any other status protected by state or federal law.

Discrimination is prohibited with any intersectionality of the above-mentioned characteristics, including:

1. Any combination of characteristics.
2. A perception that the person has any of the characteristics or any combination of those characteristics.
3. A perception that the person is associated with a person who has, or is perceived to have, any of those characteristics or any combination of those characteristics.