Lab Administrative Manager

The Lab Administrative Manager provides high-level administrative support to the Principal Investigator (PI) and affiliated lab group, overseeing lab management, grant writing, and general administrative functions. This role manages and administers program activities for Centers and large NIH grants, utilizing initiative, resourcefulness, and sound judgment to handle diverse responsibilities, including project management, grant submission coordination, addressing inquiries, maintaining filing systems, processing paperwork, composing correspondence, and coordinating meetings and travel arrangements. Additionally, the position serves as a key liaison to Institute administrative units such as Payroll, Human Resources, and IT, as well as the Institute lecture series.

Working both independently and collaboratively, the Lab Administrative Manager prioritizes and executes responsibilities with minimal guidance, applying experience and judgment to make decisions and resolve complex issues beyond standard protocols. In partnership with the Lab Manager, this role provides oversight of laboratory operations and administrative support functions. May also provide mentorship, guidance, and support to administrative support staff as needed.

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
  • Establish priorities and organize workload to meet deadlines.
  • Develop and maintain a calendaring or project management system to ensure the PI receives timely reminders for deadlines and objectives.
  • Ensure the PI is prepared for meetings, conferences, and other events with necessary materials and information.
  • Establish and maintain effective relationships with employees and stakeholders to support Institute goals.
  • Identify, anticipate, and independently resolve administrative issues whenever possible.
  • Draft and manage correspondence requiring discretion, judgment, and confidentiality.
  • Oversee and facilitate communication and information distribution among lab members.
  • Serve as the primary liaison with internal departments, including Finance, RACT (Research Accounting), Grants Administration, and HR.
  • Maintain and update documents related to the PI’s adjunct appointments and faculty activity records.
  • Track and maintain databases of alumni (postdoctoral and graduate students) work experience.
  • Organize and maintain publication libraries, including coordinating payments and creating distribution PDFs.
  • Perform general administrative duties such as filing, mail sorting, maintaining lab bulletin boards, and ordering office supplies.
  • Develop and coordinate travel itineraries, including transportation, lodging, and reimbursements.
  • Plan and coordinate seminars, conferences, and other meetings, including scheduling, catering, and speaker arrangements.
  • Manage candidate interview scheduling and visits for lab staff, graduate students, and postdoctoral trainees in coordination with HR.
• Fund Management
  • Maintain and track financial expenses in collaboration with the Research Accountant.
  • Monitor and report changes in personnel, pay rates, and pay distributions.
  • Accurately allocate expenditures to appropriate grants and funding sources.
  • Utilize appropriate systems and tools for financial reporting, reimbursements, and purchases.
  • Conduct quar