Admin Assistant II - Animal Resources

Under the direct supervision of the Business/Project Manager, this position will provide experienced administrative support to Animal Resources Department business services. Primary responsibilities include front desk reception, clerical support, training program and census database maintenance. Provides support to other business functions as needed. The ideal candidate will be an excellent communicator with a broad spectrum of internal and external stakeholders. Must possess strong organizational skills to manage shifting priorities in a high-volume environment.

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

• Initial point of contact for in-person ARD visitors, addressing routine questions or directing them to the appropriate ARD personnel and providing visitors with directions.
• Answers the department’s general phone line, responds to routine inquiries, and escalates matters to the Business Manager as appropriate and in a timely manner.
• Monitors a general ARD Admin email inbox and responds to routine inquiries and escalates matters to the Business Manager as appropriate and in a timely manner.
• Maintains a department staff email list and sends out announcements as needed.
• Photocopies, scans, prints, and laminating documents.
• Assist with mail and package preparation, shipping, and sorting.
• Schedules and coordinates arrangements for ARD meetings and events. Manages ARD conference room reservation requests.
• Updates LASS system on a daily basis.
• Orders office supplies and maintains an inventory. Coordinates office equipment repairs and maintenance.
• Assists in monthly recharge data entry.
• Supports animal procurement activities during peak periods and absences.
• Performs activation and deactivation of bar code labels requests.
• Processes animal transfers and relocations in the eSirius database.
• Produce cage card and info cards as needed.
• Maintains card stocks and preprinted cage cards inventory. Submit orders via SciQuest procurement system.
• Prepares monthly census reports.
• Assists animal receiving as needed.
• Serves as the primary administrative contact for all outgoing animal transfers including domestic U.S. and international shipments.
• Reviews export tickets information and communicate with the lab requesters and the receiving institution in a timely manner.
• Sends facility health reports to the receiving institution. Coordinates with Vet Services for additional testing as needed.
• Prepares international customs documentation and completes regulatory requirements including USDA health certificate and an executed MTA.
• Coordinates with the facility supervisor for packing animals and the courier for shipment pick-up.
• Generates billing invoices and internal recharges.
• Maintains an export log for tracking progress and status.
• In collaboration with EH&S Admin and ARD trainers, coordinates scheduling and requirements for new hires & employees mandatory facility access training and other customized skills workshops.
• Registers trainees and tracks attendance and maintains ARD Training Events Calendar on the department website.
• Process schedule changes, absences, and special needs requests.
• Maintains a training log tracking the wait list and number of completed trainings. Prepares training reports semiannually.
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