Lab Administrative Manager

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.

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

Cancer Center Administration:

This position is responsible for 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”). The SCC Admin ensures appropriate administrative and financial management of the CCSG and institutional research training grants, as well as various other Cancer Center components. Working closely with the SCC Director, Associate Director of Research Administration, and Senior Leadership, the SCC Admin will support collaborative growth opportunities in cancer research by coordinating and facilitating collaborative programmatic federal applications. The SCC Admin will participate in all SCC events, including scientific meetings, retreats, external and internal advisory board meetings.

The SCC Admin is responsible for 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.

Cancer Center Activities: With direction from SCC Director and Executive Director, the SCC Admin is responsible for the administrative, fiscal, and operational management of the Center. Duties include:

• Tracks 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
• Attend weekly Salk Cancer Center (SCC) Administration meetings and record minutes to be preserved for NIH record-keeping.
• Attend all monthly SCC Executive Committee meetings and quarterly SCC Research Program meetings, record minutes to be distributed to all attendees
• Assist with planning annual External Advisory Board meeting, coordinate all scheduling and travel to Salk for the eight person EAB who are distributed across the
• Compile and present pertinent information on budgets and shared resources to the Director prior to External Advisory Board meetings and as
• Assist with planning and attend the SCC annual off-site
• Circulate the Request For Applications (RFA) for Pilot Grant awards funded by the CCSG Pilot Grant programs. Assist in the review process, set up accounts, and distribute funds to recipients in coordination with the AD-ResAdmin. Track budgets and request progress
• Serve as point of contact with NCI, AACI, and AACR for all website and other SCC promotional
• Serves 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.
• Originates 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)

CCSG Application Process: Work directly with SCC Director, AD-ResAdmin, and Grants office to complete and submit the NCI 5-year competitive renewal CCSG application.

• Aid in preparation of the grant proposal by reviewing and updating application guidelines. Complete 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
• Edit biosketches and publications lists for all key personnel of the Cancer
• Support Senior Leadership in the format of scientific sections of the grant
• Communicate grant requirements to the CCSG-supported Shared Resource Core directors. Collect pertinent information from core directors, including budgets, recharges, and usage
• With AD-ResAdmin, organize site-visit presentations, tours, and
• Work with Office of Technology Development to track new discoveries and technologies stemming from SCC member
• Assist Director and AD-ResAdmin with response to Administrative Review letter, including reviewing all external support tables, budgets, and data of Shared Resources
• Review 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
• Be available to attend the NCI Site Visit Administrative Reviewer session and be familiar with SCC membership and how the CCSG supports all members. Possess facility to describe Shared Resources, including user access, protocols, instrumentation, recharge rates, the percentage of SCC members using the resource and the discounts or other benefits they

Post Award CCSD Management: 

• Review and communicate current instructions and formatting for the annual Research Performance Progress Report (RPPR) to Senior Leadership and Shared Resource Core Directors. Responsibilities with preparation of RPPR include:
  • Provide updated status of Core
  • Update publication lists; identify internal and external collaborations; proactively assist with Shared Resource acknowledgment/citation with CC
  • Assist with developing content for the Developmental Funds, Administrative Core, and Shared Resource Scientific Core sections of the
• Manage and track all aspects of the CCSG budget. Communicate operational budget surplus/deficit and work with Research Accounting to assure fiscal and agency compliance.
• Provide financial information, analysis and planning for CCSG-supported programs, including Shared Resources, Pilot Grants, and Developmental Funds
• Serves 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.
• Assist the Institute Executive Director for Research Operations to ensure CCSG supported Shared Resources compliance with CCSG guidelinesPerforms other related duties as assigned by management.

Executive Level Administrative Support to Faculty:

• Establishes priorities and organizes workload to meet deadlines. Develops and maintains calendaring, emails, and project management system to ensure that Faculty receives adequate reminders of approaching deadlines, and that deadlines and objectives are met. Manage and administer program activities for Centers and large NIH grants.
• Communication: Oversees and participates in the distribution of communications and information to the lab group members and Salk Cancer Center faculty
  • 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
  • Serves as liaison with other departments including Grants, Research Accounting, Finance, HR, Admin Services, Procurement, and Facilities Services to ensure appropriate services are
• Calendars/Scheduling: Helps maintains calendar for principal investigator (PI) and arranges meetings and meeting locations, both virtual and in person for PI and lab members. Also supports several recurrent monthly scientific seminar series hosted by the PI, involving meeting locations, catering, and coordinating with Events staff when necessary.
• Travel Planning: Arranges all work-related travel for faculty and ensures all logistics are confirmed well in advance of the trip. Processes reimbursements for travel and other expenses.
  • 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 using Chrome River software. Books transportation, hotel, and meeting registrations for lab members. Tracks prepayments and
• Lab Website: Paralleling efforts for the Salk Cancer Center website, originates 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.
• Performs other related duties as assigned by management.

What we Require

Required:

• 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

Preferred:

• 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

What We Can Offer

The expected pay range for this position is $71,500 to $95,000 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.