Research Administrative Assistant III

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

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.

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.
• 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.

Research Support

• Prepares and maintains NIH biosketches,