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.