Talent.com
Research Administrative Assistant III

Research Administrative Assistant III

Salk Institute for Biological StudiesLa Jolla, CA, United States
job_description.job_card.30_days_ago
serp_jobs.job_preview.job_type
  • serp_jobs.job_card.full_time
job_description.job_card.job_description

Description

Job Location is at : 10010 N. Torrey Pines Road, La Jolla, CA 90037

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.). Coordinate with other executive level administrative assistants 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.

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

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 members, types of 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, andz 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 include coordinating seminars, conferences and other meetings including site / facilities selection and procurement, catering, scheduling and speaker arrangements.
  • Obtains authorization 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.
  • What we Require

  • 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.
  • 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.
  • What We Can Offer

    The expected pay range for this position is $26.92 to $35.00 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.

    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 :

  • Any combination of characteristics.
  • A perception that the person has any of the characteristics or any combination of those characteristics.
  • 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.
  • Equal Opportunity Employer

    This employer is required to notify all applicants of their rights pursuant to federal employment laws.

    For further information, please review the Know Your Rights notice from the Department of Labor.

    serp_jobs.job_alerts.create_a_job

    Administrative Assistant Iii • La Jolla, CA, United States

    Job_description.internal_linking.related_jobs
    • serp_jobs.job_card.promoted
    Laboratory Specialist II- Scientific Operations

    Laboratory Specialist II- Scientific Operations

    Novartis Group CompaniesLa Jolla, CA, United States
    serp_jobs.job_card.full_time
    The Laboratory Specialist II serves as a critical on-site resource for all aspects of laboratory space management, cold storage unit oversight, and temperature monitoring alarm resolution.This role...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    • serp_jobs.job_card.promoted
    Research Assistant

    Research Assistant

    TradeJobsWorkForce92161 San Diego, CA, US
    serp_jobs.job_card.full_time
    Research Assistant Job Duties : Generates hypotheses and designs and performs experiments to test ...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    • serp_jobs.job_card.promoted
    Resident Assistant

    Resident Assistant

    TradeJobsWorkforce92142 San Diego, CA, US
    serp_jobs.job_card.full_time
    Resident Assistant Job Duties : Assists residents with transition to university and residence hall life.En...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    • serp_jobs.job_card.promoted
    Virtual Administrative Assistant

    Virtual Administrative Assistant

    TradeJobsWorkforce92129 San Diego, CA, US
    serp_jobs.job_card.full_time
    As a Virtual Administrative Assistant, you will be responsible for providing remote administrative support, including : provide administrative support remotely. Duties and responsibilities can change...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    Resource Acquisitions Specialist (Library Services Specialist III) Job at Fowler

    Resource Acquisitions Specialist (Library Services Specialist III) Job at Fowler

    MediabistroSan Diego, CA, United States
    serp_jobs.job_card.full_time
    Resource Acquisitions Specialist (Library Services Specialist III).Resource Acquisitions Specialist (Library Services Specialist III). Fowler College of Business at San Diego State University.San Di...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_variable_days
    • serp_jobs.job_card.promoted
    Medical Assistant

    Medical Assistant

    Neighborhood HealthcareEscondido, CA, US
    serp_jobs.job_card.full_time
    Community health is about more than just vaccines and checkups.It’s about giving people the resources they need to live their best lives. At Neighborhood, this is our vision : a community where...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    Resource Acquisitions Specialist (Library Services Specialist III) Job at Opt Fo

    Resource Acquisitions Specialist (Library Services Specialist III) Job at Opt Fo

    MediabistroSan Diego, CA, United States
    serp_jobs.job_card.full_time +1
    Resource Acquisitions Specialist (Library Services Specialist III).Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Library, On-site (work in-person at business location).San D...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    Medical Assistant - Encinitas

    Medical Assistant - Encinitas

    TrueCareEncinitas, CA, US
    serp_jobs.job_card.full_time
    serp_jobs.filters_job_card.quick_apply
    TrueCare is a trusted healthcare provider serving San Diego and Riverside Counties, offering compassionate and comprehensive care to underserved communities. We are committed to making healthcare ac...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    • serp_jobs.job_card.promoted
    • serp_jobs.job_card.new
    Medical Assistant Extern-Downtown Escondido

    Medical Assistant Extern-Downtown Escondido

    Neighborhood Healthcare-NPAEscondido, CA, US
    serp_jobs.job_card.full_time
    At Neighborhood, community health is about more than just vaccines and checkups — it's about helping people live their healthiest, happiest lives. As a Medical Assistant extern, you'll...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_variable_hours
    Administrative Assistant

    Administrative Assistant

    Pacific Health GroupEl Cajon, CA, US
    serp_jobs.job_card.full_time
    serp_jobs.filters_job_card.quick_apply
    At Pacific Health Group, we are at the forefront of revolutionizing healthcare.You will play a vital role in this mission. We are dedicated to improving health outcomes by addressing social determin...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_variable_days
    • serp_jobs.job_card.promoted
    Administrative Assistant

    Administrative Assistant

    StatRadSan Diego, CA, US
    serp_jobs.job_card.full_time +1
    This is a unique opportunity to join a market-leading company in the telehealth industry.We support healthcare providers around the country through our teleradiology services.Using our novel cloud ...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_variable_days
    • serp_jobs.job_card.promoted
    Library Assistant

    Library Assistant

    TradeJobsWorkforce92169 San Diego, CA, US
    serp_jobs.job_card.full_time
    We’re looking for a Library Assistant to maintain accurate records and documentation, follow safety procedures and company policies, and respond promptly to inquiries and resolve basic issues.Other...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    • serp_jobs.job_card.promoted
    Medical Assistant (Float)

    Medical Assistant (Float)

    Neighborhood HealthcareEscondido, CA, US
    serp_jobs.job_card.full_time
    Community health is about more than just vaccines and checkups.It’s about giving people the resources they need to live their best lives. At Neighborhood, this is our vision : a community where...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    In Vivo Research Associate II (Large Animal)

    In Vivo Research Associate II (Large Animal)

    PharmaronSan Diego, CA, USA
    serp_jobs.job_card.full_time
    serp_jobs.filters_job_card.quick_apply
    Pharmaron is a global CRO (Contract Research Organization) helping pharma and biotech companies bring new therapies to life. With over 21,000 employees worldwide across 23 locations in the US, UK an...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_variable_days
    • serp_jobs.job_card.promoted
    Assistant, Associate, or Full Project Scientist - Public Health

    Assistant, Associate, or Full Project Scientist - Public Health

    UC San DiegoSan Diego, California, United States
    serp_jobs.job_card.full_time
    A reasonable salary range estimate for this position is $76,700 - $136,600.The posted UC academic salary scales () set the minimum pay determined by rank and / or step at appointment.See the followin...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_1_day
    • serp_jobs.job_card.promoted
    Administrative Assistant

    Administrative Assistant

    TradeJobsWorkforce92128 San Diego, CA, US
    serp_jobs.job_card.full_time
    Your primary responsibilities will include : -Calendar Management -Communications and problem solving with insurance companies and clients(aka : patient), -Account receivables / payables -Handling o...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    Medical Assistant

    Medical Assistant

    California Skin Institute Management LLCSF, CA, USA
    serp_jobs.job_card.full_time
    serp_jobs.filters_job_card.quick_apply
    California Skin Institute (CSI) is the largest and fastest growing private dermatology practice in California offering an unwavering commitment to excellence in medical, surgical, and cosmetic derm...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    Administrative Assistant / Customer Success

    Administrative Assistant / Customer Success

    MMI- McClure Management Inc.Carlsbad, CA, US
    serp_jobs.job_card.full_time
    serp_jobs.filters_job_card.quick_apply
    Are you looking to join a dynamic and innovative team that leads the way in association management? MMI - McClure Management Inc. Receptionist to become an integral part of our organization.As the f...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    • serp_jobs.job_card.promoted
    HR Administrative Assistant

    HR Administrative Assistant

    TradeJobsWorkForce92196 San Diego, CA, US
    serp_jobs.job_card.full_time
    HR Administrative Assistant Job Duties : Supports human resources department by screening, testing, and interviewing...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30
    • serp_jobs.job_card.promoted
    Kelly Services Administrative Assistant

    Kelly Services Administrative Assistant

    TradeJobsWorkforce92197 San Diego, CA, US
    serp_jobs.job_card.full_time
    Take the next step as our new Kelly Services Administrative Assistant to perform daily responsibilities with dedication.Provide excellent interactions with customers and colleagues.Provide excellen...serp_jobs.internal_linking.show_moreserp_jobs.last_updated.last_updated_30